Position: SENIOR DATABASE OFFICER

Department: MEAL

Direct Hierarchy: Country MEAL Manager

Location: Hargeisa, Somaliland

Starting date: January 2024

Background on ACTED

ACTED is a French humanitarian NGO, founded in 1993, which supports vulnerable populations, affected by humanitarian crises worldwide. ACTED provides continued support to vulnerable communities by ensuring the sustainability of post-crisis interventions and engaging long-term challenges facing our target populations, to break the poverty cycle, foster development and reduce vulnerability to disasters. Their interventions seek to cover the multiple aspects of humanitarian and development crises through a multidisciplinary approach which is both global and local, and adapted to each context.

ACTED is looking for professionally confident, self-motivated, experienced, and committed team player to fill the Senior Database Officer position in Hargeisa, Somaliland.

Position Profile:

The Senior Data Officer is responsible for designing, developing, and maintaining database systems aligned with ACTED’s global MEAL procedures. This role ensures database systems function as intended to support monitoring, evaluation, accountability and learning activities across the country.

Duties and Responsibilities

1. Establish and implement the database management system1.1 Database Strategy

• Develop and implement appropriate data collection methodologies and tools, analysis plans, reporting outlines, and data/information dissemination/utilization plans;
• Ensure that proposal budgets capture appropriate cost and financial information to enable implementation of both internal and external database system components;
• Establish and maintain data standards, best practices and adherence to these standards as required;
• Identify and design innovative practices to improve organizational efficiency and effectiveness in database management and incorporate them in the country MEAL strategy;

1.2 Database Systems Development and Implementation

• Create, upgrade and maintain the country’s central and project-specific databases, ensuring continual development and strengthening of the system;
• Create user-friendly data entry interfaces ensuring that they correspond to department needs and their information gathering system;
• Ensure accurate and consistent data entry and that databases are up to date;
• Provide additional updates and data analysis as required;
• Evaluate need for and recommend system upgrades;
• Coordinate and test modifications to the system;
• Oversee day-to-day integrity of database and database procedures, which may include: conducting weekly and monthly audits of data to confirm use of accurate entry processes; identifying and eliminating duplicate records; and maintaining users security settings;
• Compare and verify accuracy of data with source documents (quarterly reports, performance monitoring matrix, MCAs and OCAs, site visit reports, joint reviews etc.) for consistency
• Train the relevant staff on the use of the databases; for example, train PDD on how to enter and use data on ACTED’s 16 global standard indicators;
• Develop and implement proper backup, restore, data validation, and security procedures to ensure data integrity and availability;
• Provide database technical support to ACTED teams, and troubleshoot both hardware and software issues.

2. Efficient Sharing and Usage of Information

• Continually gather information from the field in order to monitor the humanitarian situation, track trends, and provide basic forecasts to ACTED project teams;
• Ensure effective and efficient information production, sharing and usage among all target groups and end-users;
• Ensure an effective roll-out of database management systems to all staff and partners through training, site visits, manuals, and other technical support as needed. Ensure systems are well understood and properly implemented by staff and partners;
• Develop and implement strategies to increase data use and demand amongst relevant staff and other data/information users;
• Facilitate trainings for non MEAL staff (e.g. PMs, PDs, TCs) on the use of project databases and database related reporting; for example, reporting on ACTED’s 16 global strategic program indicators;
• Provide capacity building on effective use of database products and systems.

3. Learning

• Contribute to proactive dissemination and use of knowledge gained through MEAL activities among Area coordinator Project Managers and Project Development Manager/Officers/ intern.
• Contribute to organizing and facilitating learning events to capture best practices and lessons learnt when a project closes or as required.
• Document and share the lessons learnt and best practices on time and ensure that the knowledge gained contributes to the improvement of projects and influence the strategic development of future projects and activities.
• Support project implementation and improvement by providing timely information around project successes to be scaled up as well as challenges to allow ‘course correction’ throughout life of the program.

4. Beneficiary Complaints and Response Mechanism

4.1Contribution to the Beneficiary CRM

• Contributing to the implementation of the beneficiary Complaints and Response Mechanism (CRM) for the Area in line with ACTED standard beneficiary CRM procedures.
• Contribute to the proper management of the project CRM central database

5. Team Management and Training

• Ensure that staff under their direct responsibility understand and are able to perform their roles and responsibilities;
• Manage Database Officers and Assistants delineating their responsibilities and follow-up the work plans and day-to-day activities;
• Provide capacity building on effective use of database products and systems, such as specific trainings on mobile data collection tools and methods;
• Ensure a positive working environment and good team dynamics;
• Manage interpersonal conflicts among team members;
• Undertake regular appraisals of relevant staff;
• Identify the MEAL training needs of team members and discuss plans with the MEAL Manager for both internal and external trainings;
• Coach, train, and mentor Database Officers and Assistants with the aim of strengthening their technical capacity, exchanging knowledge within the MEAL team;

6. Other

• Provide regular and timely updates on progress and challenges to supervisors and other team members;
• Participate in MEAL-related conferences and workshops when possible, and stay up to date with best practices and new knowledge created in the field of MEAL;
• Perform any other related activities as assigned by immediate supervisor

Job Requirement (Qualification and Experience)

• Master/bachelor’s degree in computer science, statistical studies and any other field related to data management.
• Experience of minimum 3 year in the field of database management.
• Professional experience of 2 year in a similar position and managing team in an NGO preferred.
• Experience working within complex databases based organizational structures
• Strong experience with data collection application Kobo/ONA…
• Proven skills in statistical analysis using Excel and Epi-Info / ENA, SPSS, STATA, Power BI, GIS or PSPP
• Proficient with “R” statistical analysis software is desired.
• Proven experience with data analysis and management of large volumes of quantitative and qualitative data.
• Excellent interpersonal skills
• Good resource and time management skills
• Proficiency in English