OVC Data Assistant at Beacon of Hope Vocational Training College

Beacon Of Hope- is a registered Faith based and community non-governmental Organisation

 

OVC Data Assistant

• Job TypeFull Time
• QualificationBA/BSc/HND , Diploma
• Experience2 years
• LocationNairobi
• Job FieldData, Business Analysis and AI 

JOB PURPOSE

This position contributes to SEE goal “Transformed individuals, families and communities through spiritual, physical, economic and social empowerment who embrace progressive values, and engage in productive, gainful and sustainable activities’’. The incumbent is primarily responsible for carrying out monitoring and evaluation activities at the satellite level this includes; data entry of F1A, F1B & HES data and any other program related tools into the database/ CPMIS/DREAMS. The role also includes continuous data cleaning, verification, validation and updating of the programs databases.

KEY ROLES AND RESPONSIBILTIES:

Monitoring, Evaluation and Learning

• Develop systems that ensure timely reports (Daily, Weekly, Monthly, Quarterly, Bi-annual and annual) as required internally, government regulations, and donor agreements.
• Identify areas of linkage and resource sharing between departments and develop internal formal sharing and service level agreements.
• Conduct systematic routine meetings (weekly and monthly staff meetings, Data Review meeting)
• Conduct monthly TWGs, quarterly RDQAs, QRM’s and SIMS.
• Monitor Case management model for service provision

Develop a system that will ensure effective implementation of the strategic plan by 2023

• Development and usage of Trackers and databases to enhance tracking of indicators
• Track and update annual operating plans that ensure implementation of programs are harmonized with the strategic plan
• Participate in comprehensive semiannual strategic plan review

Initiate Quality Assurance through continuous update and implement quality management systems by 2023

• Conduct customer satisfaction surveys and feedback mechanisms at least twice a year.
• Utilize and operationalize SOPs for all areas of operations within the SEE unit

Strengthen mechanisms for effective monitoring and evaluation of the strategic by 2027

• Participate in developing a BOH enterprise-wide based reporting monitoring mechanism for the strategic plan.

Develop mechanisms for effective data management by 2027

• Update and maintain data driven and programmatic talking walls

Documentation and Reporting

• Ensure proper filling system is in place in accordance with Program file management SOP
• Receive completed forms, verify and validate for completeness, accuracy and integrity
• Enter data from paper formats into computer files or database systems
• Type in data provided directly from Program sites
• Update existing data whenever required
• Retrieve data from the database or electronic files as requested
• Perform regular backups to ensure data preservation
• Sort and organize paperwork after entering data to ensure it is not lost
• Verifying and keying in data in OVC/DREAMS database
• Help in retrieval and storage of OVC/AGYW files accordingly and whenever required during DQAs and SIMS exercise
• Provide data for and participate in monthly data review meetings
• Perform regular data cleaning to ensure quality OVC/AGYW data in CPIMS/DREAMS web platform.

Research, Development and Knowledge Management

• Research to inform new trends and timely interventions-Abstract Development
• Conduct baseline to inform program decisions

Beacon In a Box “Beacon Reach Wide”

• Develop Manuals to guide programs implementation
• Review, Customize and Harmonize Standard Operating Procedures (SOPS) to guide implementation of the programs.

General Duties and Responsibilities

Health and Safety Compliance:

• All staff members should be aware of and adhere to health and safety regulations within the BOH premises.
• Tasks may include conducting safety inspections, identifying hazards, and reporting any safety concerns to appropriate authorities.
• Responsibilities may involve ensuring proper storage of hazardous materials, maintaining emergency exit routes, and participating in emergency drills.

Team Collaboration:

• Collaboration among different departments and staff members is essential for the smooth functioning of the department.
• Tasks may include participating in team meetings, sharing relevant information, and providing support to colleagues when needed.
• Responsibilities may involve cross-departmental projects or initiatives aimed at improving overall BOH operations and outcomes.

Customer Service:

• Providing excellent customer service is important for creating a positive experience for clients and visitors.
• Tasks may include greeting visitors, addressing inquiries or concerns, and providing assistance as needed.
• Responsibilities may involve maintaining a welcoming environment and representing the BOH in a professional manner.

 Technology Integration:

• With the increasing use of technology, staff members may be expected to utilize various technological tools and platforms.
• Tasks may include using management systems, software, and communication tools.
• Responsibilities may involve staying updated on technological advancements relevant to their role and assisting others in utilizing technology effectively.

Professional Development:

• Continuous learning and professional growth are important for all staff members to stay updated on best practices and advancements in their field.
• Tasks may include attending training sessions, workshops, or conferences related to their job responsibilities.
• Responsibilities may involve sharing knowledge and skills acquired through professional development with colleagues and applying new strategies or techniques in their work.

Other Duties and Responsibilities

• Carry out any other duties and responsibilities which may be assigned by the management from time to time.

KNOWLEDGE, SKILLS AND ANILITIES

Level of education/ Qualifications

• A diploma in Health records, IT/Information systems, M&E with a good working knowledge of MS Excel and Access.
• Degree in a related discipline will an added advantage coupled with experience in OVC data management will also be considered

Specialized training /Professional qualification

• Certificate in data entry
• Fast typing skills; Knowledge of touch-typing system is strongly preferred
• Excellent knowledge of word processing tools and spreadsheets (MS Office Word, Excel etc.)

Competences/Abilities/Skills Required

• Working knowledge of office equipment and computer hardware and peripheral devices
• Basic understanding of databases
• Positive attitude & an open mind
• Sound coordination skills and a demonstrated ability to multi-task
• Demonstrates diplomacy, flexibility, and resourcefulness
• Strong critical thinking and creative problem-solving skills
• Demonstrated ability to work with and in teams.
• Excellent oral and written communication skills
• Strong interpersonal skills as well as good judgment and vision
• Excellent organizational skills, team work and ability to prioritize tasks in a timely manner

Relevant work experience –

• Proven experience as data entry clerk or equivalent for at least 2 years
• Familiarity and experience with DREAMS Database, Mobile App in DREAMS programming
• Data entry & data cleaning experience in USAID OVC/DREAMS project would be an added advantage
• Experience in training Mentors in DREAMS data collection tools is a plus

Method of Application

Interested and qualified? Go to Beacon of Hope Vocational Training College on docs.google.com to apply