Assistant Officer KMAL

Base Location:  Dera Ismail Khan

Field Area: DI Khan / Tank

Number of Positions: 01

Gender: Either

Duration: 06 months

Salary: PKR 80,000

Reports to: MEAL Officer

Job Purpose: Ensure Knowledge Management, Data Management, Accountability and support Programme and all concerned departments to track progress, find gaps, and gather learning from the field in line with the organisation’s Pakistan Strategy. This position will help to strengthen the organisation’s community feedback mechanism along with all nine Core Humanitarian Standards commitment and the organisation’s IHSAN framework of quality and accountability.

Key Accountabilities:

The job holder is accountable for fulfilling his / her roles and responsibilities in line with Islamic values and principles of fairness, humanity, honesty, respect and fair treatment of his/her colleagues and team members.

Technical

·         Update the PRISM – MIS system on daily basis

·         Ensure quality reporting on the organisation’s central MIS system (PRISM) that could cater for the needs of all the organizational units and sections on daily basis.

·         Good understanding on relational database structures and methods

·         Ensure data synchronization and implantation of the organisation’s Data Protection Policy with the support of KMAL Specialist.

·         Conduct periodic field visits across all programme areas and come up with key data-related anomalies, findings and recommendations.

·         Follow-up with respective field teams to implement the organisation’s Achieve Record Management.

·         Prepare comprehensive data analysis report through PRISM and MS. Power BI

·         Debrief respective departments on key data anomalies, findings, action points, course corrections and recommendations.

·         Follow-up with respective area field teams in relation to course corrections and action points.

·         Coordinate with Team members to ensure data are regularly submitted.

·         Ensure Teams are properly following up on their action points and course correction measures.

·         Updating/revamping monitoring templates into PRISM in coordination with all concerned departments.

·         Extend support Sr. MEAL Officer KP and field teams in developing data management plans to effectively monitor activities as and when required.

·         Share monitoring data and reports with MEAL and Programme team for reporting.

·         Extend support to the humanitarian team during emergencies to share on-demand information.

·         Proper filing system developed and updated for monitoring related information

·         Providing data quality input to programme in steering the process for designing the appropriate reporting formats for monthly, quarterly and annual progress

·         Ensure reporting to all cluster leads and update 5w matrix accordingly on daily basis

·         Project documents, evaluations schedule in place, TORs and final drafts uploaded on PMIS.

Accountability Tasks:

·         Designing, updating and reporting project-specific Learning Logs on weekly and monthly basis on PRISM.

·         Integrating the Accountability Mechanism in accordance with the the organisation’s MEAL framework and standard humanitarian standards by implementing a complaints handling mechanism at the field level.

·         Coordinate with the field staff for the smooth implantation of the organisation’s community feedback mechanism

·         Coordinate with all field staff for quarterly IHSAN quality Management system reporting.

·         Accountability frameworks that integrate all the MEAL related activities and information-gathering mechanisms.

·         Ensure downward and upward accountability by using Core Humanitarian Standards (CHS).

·         Undertaking periodic field visit to interact with the communities and the stakeholders for ensuring downwards accountability and for generating evidence-based learning.

·         Ensure visibility and implementation within the communities of the organisation’s community feedback mechanism.

·         Refreshers/orientations on CRM held and complaints log updated at field level

·         Reviews schedule in place, learning log updated and widely shared.

Learning Tasks:

·         Support in conducting annual and mid-term programme reviews, participatory impact assessments, process monitoring, operations monitoring, integrating accountability principles and lessons-learned workshops.

·         Support in designing project-specific Learning frameworks that integrate all the MEAL related activities and information-gathering mechanisms.

·         Supporting the processes of evaluations and an impact assessment by helping the MEAL section in utilizing online data collection utilities, data storage platforms and means to generate a meaningful analysis of the collected information.

·         Update learning logs on PRISM on daily basis to support programme team to incorporate learning in the project proposal.

·         Undertaking periodic field visit to interact with the communities and the stakeholders and documents those learnings

·         Developing online and offline tools development to capture and showcase learning.

·         Data management and archiving to produce analytical reports as and when required.

·         Extend support Sr. MEAL Officer – KP and field teams in developing supplementary checklist to effectively monitor activities as and when required.

·         Extract key programme recommendations from evaluation reports for upcoming concept notes and proposals.

·         Develop work plan for reviews of all projects and programmes.

·         Support KMAL specialists in developing TORs and templates for reviews.

·         Support MEAL Team in conducting reviews.

·         Draft review reports and ensure final reports of reviews are uploaded on PMIS.

·         Extract key learning and action points from review reports and share widely with respective area offices and colleagues in country office.

·         Extract key learning from monitoring reports of specialists, MEAL staff and reviews and maintain a learning log.

·         Similarly coordinate with field teams of respective areas that learning log is regularly updated and shared with MEAL area and Country Office.

·         Extend support to humanitarian team during emergencies to conduct monitoring.

·         Proper filing system developed and updated for monitoring related information.

·         Coordinate with consultants to adhere to contractual requirements and deadlines.

Public Relations / Media

·         Support the the organisation’s Media and Communication team in identification, recording and sharing of case studies, videography as and when required

Organizational

·         Demonstration of the organisation’s Values while working with teams / stakeholders.

·         Empowering others to ensure procedural accountability.

·         Knowledge of the organisation’s strategic priorities.

·         Collaboration & networking with others for continuous improvement.

·         Adaptation of environment friendly & cost effective approaches in your domain

·         Respect & promote the workplace diversity with special focus on inclusion

·         Exposure at field level to internalize the implementation philosophy

Person Specification: It is essential that the post holder shows a good understanding and sympathy with the organizational values & principles, vision and mission as well as commitment to its PSEAH (preventing sexual exploitation abuse and harassment) protocols. The organisation has a zero-tolerance policy towards PSEAH and don’t support any action that promotes or encourages PSEAH.

The organisation is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to promoting the welfare of children, young people, adults and beneficiaries with whom the organisation engages. The organisation expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.

Qualification, Experience, and Competencies:

·         Master’s / Bachelor’s Degree of Computer Science, Statistics, ICT, Sociology, Social Sciences, Management Sciences OR equivalent degree.

·         Minimum experience of 2 years’ with Bachelor / 1 year with Master, in implementing MIS systems and relational database model structures with I/NGOs and UN agencies.

·         Good understanding of Relational Database Models and Methods and hands on experience of implementing database model in I/NGOs and UN agencies.

·         Advanced level proficiency of Microsoft Power BI

·         Understanding of Project Cycle Management

·         Understanding of participatory learning approaches

·         Understanding of accountability standards

·         Excellent report writing skills

·         Knowledge and understanding of undertaking and facilitating action research.

·         Effective skills in data analysis and synthesis

·         Good background in basic statistics, data management and survey design

·         Experience in wide range of data collection methodologies for qualitative and quantitative studies.

·         Facilitation skills

·         Flexible to the varying situations and needs of data collection exercises.

·         Willingness to travel and carry out extensive fieldwork through programme areas.

Language: Urdu and English is essential where Pashto & Saraiki language will be added value.

Computer Skills:

·         MS Office, Outlook, SPSS, the familiarity of working with online databases.