Data Migration Cleaning Consultant at HIAS Refugee Trust of Kenya

POSITION SUMMARY:

HIAS Kenya is in the process of implementing a global electronic data/client management system (CMS) and operating model for managing client's information. The project will have significant impact on ways of working for HIAS staff, which will require a degree of organizational change or re-alignment in the planning and implementation. The project objective is to enhance the efficiency in service delivery and meet organizational needs and timelines by:

1. Coordinating client statistical and data collection activities to avoid duplication of efforts in the production of statistics, ensuring optimal utilization of available resources, and reducing  the burden on respondents in providing data
2. Promoting collaborating among different programs at HIAS in  the collection, compilation  and  generation of reports and statistical  information,  including  statistics  derived from the activities of different programs at HIAS.
3. Allowing for uploading of documents to individual client files in the CMS database
4. Allowing service planning

The third function lags behind in execution due to historical data which is stored in different data bases and in formats not compatible to CMS database. A large part of the HIAS Kenya office data is currently out of HIAS CMS in formats such as MS Excel, MS Word and physical files.

OBJECTIVES & DELIVERABLES:

While HIAS has provided the general scope of work for the consultancy detailed below, the consultant is expected to propose a plausible approach to perform the necessary tasks, covering the general data cleanup required (missing information, elimination of duplicates, etc.), data consistency review and final compilation of all records.

The overall objective  of  the  consultancy  is  to  provide  technical  expertise  for  HIAS Kenya in converting data in physical files to a format that can be migrated to the CMS database. This will be done based on a thorough analysis of the current state of many years of data in physical files. The task will involve cleaning the data, editing and capturing existing data in various sources external to the CMS, and converting them into formats to be uploaded to the CMS. The consultant will propose the scope of data cleaning and compilation and validate these procedures with each program.

The consultant, in close collaboration with the HIAS Keya team, is expected to define the protocol that the collected data must comply with, prior to data migration. Also, this consultancy will involve  defining how to match the values from the HIAS Kenya historical data collection with the new model in the HIAS CMS database, to produce a single database that must be moved to the data migration template assigned by the CMS HQ team. In summary this consultancy includes the following specific tasks and deliverables:

Tasks and Deliverables

1. Work plan and schedule of tasks,
2. Detailed review of the existing databases and systems, including excel databases, physical files and CMS.
3. Organize at least four consultation meeting with HIAS HQ and county staff to prepare and finalize the digitization structure and protocol
4. Develop a written plan to compile and clean up procedures for all databases listed in this consultancy for HIAS Kenya, as well as translation to HIAS CMS Data Model procedures.
5. Develop a flowchart of steps needed to migrate the data in the existing datasets into the
6. HIAS CMS database. Final compiled and clean data in formats ready to be migrated to the CMS database
7. All procedures to be performed shall be accompanied by documentation of the tasks, notes and decision process.

All deliverables are worked on in concert with the assigned HIAS Kenya office focal point and will be communicated periodically to both the country team and the HQ CMS team. Additionally, database cleansing will be worked online, within an internal SharePoint library provided by HIAS HQ, in order to ensure access to information and progress to the country team on an ongoing basis.

Issues to be determined include the following.

• Which databases and datasets will be migrated?
• What standards should be reviewed in the data cleansing process?
• How should the historical databases be matched to the new data model (CDM) in the HIAS CMS template for loading information?
• What will be the process for validating records with case managers?

Duty Station

It is preferred that the consultant be based in Kenya, but applicants working in other locations will be considered as long as they are able to maintain regular contact with the Monitoring and Evaluation team and the CMS focal point at the HIAS Kenya office, as well as perform tasks that require direct contact with the team, such as consultations, reviews of the database cleaning process, and resolution of issues relevant to the objectives of this consultancy.

QUALIFICATIONS & REQUIREMENTS:

• At least a degree (Undergraduate Level) in a relevant field (Computer Science, Data/Information Management, Advanced Statistical Analysis, Information Technology, and Software Engineering)
• At least 3 years’ experience related to data management, and data migration processes including the use of common statistical analysis tools such as Power BI.
• Prior experience with data management of data sets from the humanitarian sector is an added advantage.
• Excellent documentation skills.
• Excellent communication and writing skills.

SAMPLE HIRING PROCESS:

We are committed to a fair and respectful hiring process, and we do our absolute best to respond to every applicant. We prioritize communication and transparency with all candidates, even those who are not moving forward. Here is a snapshot of our hiring process for consultancies:

Step 1: Submit your application!

Step 2: Video interview with the hiring manager.

Step 3: Offer, consultancy agreement and background check.

Step 4: Start your professional journey with HIAS!

Note: Some of our hiring processes may vary, and not all candidates will advance to each step.

ABOUT US:

Over one hundred years ago, the Jewish community founded HIAS (originally the Hebrew Immigrant Aid Society) in New York City, the immigrant gateway to America. Supporting Jews fleeing persecution and poverty in Eastern Europe, our founders were guided by the traditions, texts and history of the Jewish people—a history of oppression, displacement and diaspora. HIAS has since helped generations of Jews facing violence because of who they were, and HIAS remains committed to helping Jewish refugees anywhere in the world. Today, our clients at HIAS come from diverse faiths, ethnicities and backgrounds, as do our staff. We bring our experience, history and values to our work across five continents, ensuring that refugees today receive the vital services and opportunities they need to thrive.

HIAS is a learning community, committed to diversity and inclusion. We do our work with integrity, accountability, transparency and a commitment to the highest ethical standards. We seek employees from diverse backgrounds and life experiences to join our teams located in the United States and across the globe. People who identify as BIPOC, people with disabilities, people from the LGBTQ+ community and people with lived experiences of forced displacement or immigration are all encouraged to apply. We are committed to building a diverse workforce that reflects our vision, mission and values..

DIVERSITY:

HIAS is committed to a diverse and inclusive workplace. As an equal opportunity employer, all qualified applicants will be considered for employment without regard to race, color, national origin, ethnic background, ancestry, citizenship status, religious creed, age, sex, gender, sexual orientation, physical disability, mental disability, medical condition, genetic information, marital status, registered domestic partner or civil union status, familial status, pregnancy, childbirth, military status, protected veteran status, political orientation or other legally protected status.

SAFEGUARDING:

HIAS is committed to the protection of children, vulnerable adults and any other person from any harm caused directly or indirectly due to their coming into contact with HIAS. We will not tolerate sexual exploitation, abuse or any form of child abuse or neglect by our staff or associated personnel. Any candidate offered a job with HIAS will be expected to sign and adhere to HIAS’ Code of Conduct and Safeguarding policies. All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records. HIAS also participates in the Inter-Agency Misconduct Disclosure Scheme. In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. Likewise, HIAS will share this information when other organizations inquire about current and former HIAS staff as part of their recruitment process. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.