Duma Works is recruiting a Data and
Database Assistant for one of four clients. The hiring company is a non- profit
firm that deals with farm produce to ensure food security in Africa.
Classification:General staff
Location: Nairobi
Contract duration / type: 1 year with annual extensions expected
Job Description
Objective 1: Prepare
manageable annual and seasonal reporting plans and target sheets for field
staff and VBAs (Village Based Advisors) Classification:General staff
Location: Nairobi
Contract duration / type: 1 year with annual extensions expected
Job Description
Key
activities & responsibilities to achieve this objective:
- Understand
master reporting work plan and individual project/program reporting work
plans and milestones expected for each project/ program and data assistant
work plans
- Understand
relevant parts of data indicator sheets
- Work
with Reporting & Evaluation Coordinator to translate master reporting
work plan encompassing all program deadlines, and into individual work
plans for each data assistant to ensure that data from field reaches
office with adequate time so that it can be processed in time for program
quarterly reports. This may involve staggering of reporting from different
projects/ networks/ counties to manage workflow of the reporting/data team
- Translate
data assistant work plans to individual target sheets for each RC, ARC, NC
and VBA in each area for each year and each season
- Provide
each field staff and the relevant Monitoring Officer with target sheets
and ensure they understand what they are responsible for achieving on
monthly/seasonal/quarterly/annual basis.
Objective
2: Ensure
monthly collection, input, compilation and storage of data and update field
staff and Reporting and Evaluation Officer on progress against plans and
targets
Key activities & responsibilities to achieve this objective:
Key activities & responsibilities to achieve this objective:
- Ensure
field staff understand what the target sheets mean in terms of their
activities and responsibilities (so that the data they report is
compliant)
- Distribute
correct reporting forms to field team and ensure they are completed
correctly and submitted on time;
- Confirm
and verify accuracy of data in the reports received from the field staff,
and Contacts preparers of monthly reports documents to resolve questions,
inconsistencies, or missing data
- Liaise
with the admin/ logistics to get update of farm inputs sent to the field,
so that the Coordinators in the field can provide up to date reports on
dissemination, sales and input use
- Be
aware of the critical importance of meeting program targets with clean and
accurate data (falsifying records to meet targets is unacceptable under
any circumstances and constitutes fraud)
- Keep
a routine follow up (weekly/monthly/quarterly – depending on activity
type) with field staff (typically NCs / ARCs / RCs) of program activities
(as specified in work plans – e.g. vaccinations, veg/tree nurseries, field
days, small pack dissemination, logbook completion);
- Summarize
data accurately and generate good quality data summaries backed up with
supporting evidence (that meet donor criteria) in advance of reporting
deadlines for review/finalization
- Update
each Field Coordinator (RC/ ARC/ NC) on progress against targets on a
monthly and quarterly basis, including disaggregation by VBA;
- Provide
weekly and monthly updates to Reporting & Evaluation Officer on progress
of each network against targets along with early warning of challenges,
delays or forecasted failures or over-achievements; ensuring that the data
coming in is being updated in soft copy tracking systems (database(s)),
- Make
monthly updates to records of presence/ absence of each VBA along with
locations, GPS positions, ID numbers, signatures and related bio data.
Summary of number of VBAs (and gaps in information) to be provided to
Reporting & Evaluation Coordinator on a monthly basis;
- Store
data (hard and soft copies) in clear organised manner that is findable and
searchable on request. Each member of the Reporting Team should be able to
find any and all data on request within a short time.
Objective
3: Submit
well-compiled data summaries and supporting evidence to Reporting and
Evaluation Officer ahead of deadlines
Key activities & responsibilities to achieve this objective:
Key activities & responsibilities to achieve this objective:
- Generate
statistical and data summaries and submit to Reporting & Evaluation
(and other members of the team including Business Development, Program
coordinators) as requested
- Respond
to inquiries regarding entered data as requested and maintains accurate
and up-to-date data.
- Update
the Reporting & Evaluation Officer on reports received from
Coordinators, so that they can be cross referenced with their target
achievement.
- Liaises
with the Communication team in ensuring that posters or learning materials
needed in the field are printed and laminated and dispatched to the field
on time.
Internal
Relationships
- Reporting
and Evaluation Coordinator
- Communications
Officer
- Program
coordinators/officers
- Field
staff
- Monitoring
officers
Reporting
Responsibilities (which
reports/documentation does this role produce)
- Data
summaries
- Statistical
reports
- Reports
received and missing from field staff (summaries/dashboards)
Requirements
Qualifications
Qualifications
- Secondary
school certificate, B or higher
- Computer
training certificate (MS Office programs)
- Diploma
or certificate not required but desirable
Essential
Skills and Experience
- Quick
and accurate typist
- Intermediate
+ MS Excel skills
- Good
communication skills
- Excellent
computer/information system skills, including resource management system
- Attention
to detail and accuracy, organizational skills
- Good
team player
- Able
to work at a high pace without constant supervision
Preferred
Skills and Experience
- Database
experience
- Interest
in well-being of farmers in Kenya/East Africa, including direct personal
experience of farming
How to
Apply
Cover Letter and a detailed CV are to be sent by email to apply@dumaworks.com marking the subject as “2371”, Your Full name & Phone number e.g. 2371, Barack Obama, 07xxxxxxxxx.
Cover Letter and a detailed CV are to be sent by email to apply@dumaworks.com marking the subject as “2371”, Your Full name & Phone number e.g. 2371, Barack Obama, 07xxxxxxxxx.
If you
don’t follow these instructions, your application will not go
through.
Applications
without a Motivation Letter will not be considered.
Deadline for receiving applications: 15th September 2016
N.B.* When applying to any job through Duma Works, you can expect that after you apply, you will receive a confirmation email, and then an SMS alert asking you to take a basic screening test over email or SMS. The test may not arrive immediately. Please be patient. The test will typically be 5-8 questions to help us understand your background. Regular SMS rates apply to the test, and if you ever have any issues with the process, please reach out to 0702093793.
If you apply and don’t meet these minimum qualifications, we won’t be able to forward your application to the employer. This is to save both you and the employer time and make sure you both find the best match.
Deadline for receiving applications: 15th September 2016
N.B.* When applying to any job through Duma Works, you can expect that after you apply, you will receive a confirmation email, and then an SMS alert asking you to take a basic screening test over email or SMS. The test may not arrive immediately. Please be patient. The test will typically be 5-8 questions to help us understand your background. Regular SMS rates apply to the test, and if you ever have any issues with the process, please reach out to 0702093793.
If you apply and don’t meet these minimum qualifications, we won’t be able to forward your application to the employer. This is to save both you and the employer time and make sure you both find the best match.