Duties & Responsibilities

1.   Technical Tasks:

-     Cleaning, matching and validation of Surveyed forms.

-     Data entry from hard copies or scanned documents into the MIS

-     Cross check randomly forms with system. Checking entered data for errors and consistency with the original documents.

-     Preparing compiled data sets as required.

-     Scanning and uploading original documents into the MIS as needed.

-     Updating existing data of MIS.

-     Sort and organize paperwork after entering data to ensure it is not lost.

-     Keep information confidential and comply with data integrity and security policies.

-     Ensure proper use of office equipment and address any malfunctions.

-     Visit to assigned provinces and entities to collect the secondary data

-     Discuss any raw data issues that require clarification with related Department.

-     Proper and professional filing and storage of all data in a sound and professional manner both soft and hard.

2.   Coordination:

-     The supervise all data management and coordination provincial manager and other staff members.

-     Attend the coordination meetings held in relevant province.

-     Coordinate the challenges and problems of the project with the project team and local authorities.

3.   Reporting:

-     Be responsible for technical reporting to provincial and package manager on adherence to data analysis and entry requirements.

-     Generate and submit monthly progressive reports to provincial and package managers.

-     Report any challenges and problem in terms of data management and data safety/security issues.

-     Report any child labour noticed under the project to the provincial and package managers

-     Report any safeguarding issues noticed (sextual exploitation, abuse and harassment) under the project to the provincial and package manager.

4.   Safety/Security:

-     Ensure all personal safety and security issues are considered while in the office and project site.

-     Follow all security and safety messages dispatched by the Safety/Security focal point and regional office. 

-     Follow the organization safety security SoPs and ensure all advice recommended are implemented.

-     Report any safety/security issues and incidents to the SSFPs, provincial manager and regional office.

-     Coordinate all your field tripes with SSFP and provincial manager.

5.   Compliance:

-     Responsible for reviewing and implementing RRAA’s staff code of conduct and other safeguarding policies such as (Safety/Security SOPs, AAP, PSEA, ESHS, HR)

-     Ensuring compliance with donor and government regulations in terms of data management and confidentiality.

-     Enter information’s into the database in accordance with specified procedures.

-     Run Queries and provide data in a variety of formats required.

-     Reviewing soft copies of data to ensure quality and reliability within existence data. This includes spelling errors, missing fields, inappropriate answers to questions etc.

-     Ensure all project activities are implemented in accordance with the donor, operational manual and RRAA policies and procedures.

6.   Confidentiality:

-     Controlling who has access to data. Ensuring that access to both sensitive and nonsensitive data is only authorized and granted to those who have a "need to know" goes a long way in limiting unnecessary exposure.

-     Users should also authenticate their access with strong passwords and, where practical, two-factor authentication.

-     Periodically review access lists and promptly revoke access when it is no longer necessary.

-     Physically secure devices and paper documents. Controlling access to data includes controlling access of all kinds, both digital and physical. Protect devices and paper documents from misuse or theft by storing them in locked areas. Never leave devices or sensitive documents unattended in public locations.

-     When data is no longer necessary for the organization purposes, it must be disposed of appropriately. Any disposal must be authorized by the authorized person (Package Manager) in written.

-     Paper documents containing sensitive information should be shredded rather than dumped into trash or recycling bins.

-     When collecting sensitive data, be conscious of how much data is actually needed and carefully consider privacy and confidentiality in the acquisition process. Avoid acquiring sensitive data unless absolutely necessary; one of the best ways to reduce confidentiality risk is to reduce the amount of sensitive data being collected in the first place.

-     Confidentiality risk can be further reduced by using sensitive data only as approved and as necessary. Misusing sensitive data violates the privacy and confidentiality of that data and of the individuals or groups the data represents.

-     Computer management is a broad topic that includes many essential security practices. By protecting devices, you can also protect the data they contain. Follow basic cybersecurity hygiene by using anti-virus software, routinely patching software, whitelisting applications, using device passcodes, suspending inactive sessions, enabling firewalls, and using whole-disk encryption.