DREAMS Data Assistant at Beacon of Hope Vocational Training College

JOB SUMMARY – PURPOSE

Responsible for providing support to the Monitoring and Evaluation process by receiving, reviewing, and entering data into computerized database according to established procedures; ensuring accuracy of all data recorded and assisting in performing authorized database maintenance functions as well as generating periodic and ad-hoc reports. He/ She will receive monitoring and evaluation technical support and guidance from Monitoring and Evaluation Officer

DUTIES AND RESPONSIBILITIES

• Undertake data entry and reporting from source documents into computer following prescribed formats.
• Participate in routine data quality assessments and service quality assessments every quarter with various stakeholders to assess reliability of the data by verifying on source data documents and quality of the same.
• Ensure that confidentiality of data collected and stored are strictly maintained at every level of the data handling process.
• Keep track of received data and source documents and registers.
• Compile, sort, and verify accuracy of data to be entered.
• Follow up with those responsible for preparation of source documents to resolve questions, inconsistencies, or missing data.
• Assist in establishing and maintaining an effective and efficient records management system at the sites
• Undertake at least one system back up per day.
• Support the project teams in the development and sharing of success stories
• Work with project implementation staff to ensure that all data quality aspects are followed.
• Work closely with the County M&E officer to prepare and submit timely quality monthly, quarterly, semi-annual, annual and other relevant Data as per the requirements.
• Conduct routine data review meetings at ward level and ensure ward teams understand all indicators tracked and performance across all the program areas
• Monitor and track results of line lists as shared by MEL teams to inform effective and efficient programming
• Oversee and guide the teams on complete, accurate and timely documentation of all source documents
• Ensure the ward teams strictly adhere to program MEL SOPS on data flow and data management processes and guidelines
• Ensure continuous and efficient tracking of program tools to ensure there is no interruption of documentation across all interventions
• Carry out any other assignments as may be assigned by the Site in Charge from time to time.

KNOWLEDGE, SKILLS AND ABILITIES

(The knowledge, skills and abilities may be acquired through a combination of formal schooling, self-education, prior experience, or on-the-job training)

Level of Education/Academic Qualification

• Diploma in Health records, IT/Information Systems, M&E with a good working knowledge of MS Excel and Access.
• Degree in related disciplines coupled with experience in DREAMS data management will also be considered.

Competencies/Abilities/Skills Required

• Knowledge of records management procedures
• Good record keeping skills
• Good in teamwork and co-operation – able to maintain good working relationship with fellow colleagues.
• Basic experience in use of MS Excel, and MS Access is required
• Experience in DREAMS database management and statistical packages such as SPSS
• Good communication, interpersonal, report writing and presentation skills
• Have excellent organization and time management skills
• Demonstrated analytical skills and have an eye for detail
• High level of integrity and honesty.
• Able to communicate efficiently and effectively both verbally and in writing both English and Kiswahili

Relevant Work Experience

• At least one-year experience in data entry or a closely related position.
• Formal training or demonstrated experience in any of the statistical software such as Epi info, SPSS will be a definite advantage.