Ended Data Management Assistant
Data Management Assistant
First Level Supervisor:
Type of Contract : SSA
Grade : G5
Multiple locations in Yemen
The Data Management Assistant works under the direct supervision and the general guidance of the relevant Programme or Technical Officer or in small Country Offices under the WHO Representative directly. The supervisor gives instructions on non-routine matters. Routine tasks are performed independently. Work is reviewed upon completion for overall quality, timeliness and attainment of objectives.
Major Duties and Responsibilities
Function 1 (incl. expected results)
Handles technical documents and correspondences linked to certain projects or programme activities, achieving results such as:
- Establishment and maintenance of filing system appropriate for each technical project or programme.
- Compilation, formatting and editing of technical documents linked to certain project or programme activities and submission to appropriate staff for reply.
- Information and reminders for responsible staff of follow-up dates on project activities, response or specific actions, supplying supporting material as appropriate.
- Tracking the workflow, and monitoring the progress of work and deadlines for programme documents and follow up with the substantive offices as needed.
Function 2 (incl. expected results)
Manages database through entry, verification, correction, security, and privacy of data related to certain projects or programme activities, achieving results such as:
- Adherence to data privacy and security rules and regulations.
- Review of data for deficiencies; resolving discrepancies by using standard procedures or returning incomplete documents to the supervisor for resolution
- Editing, cleaning, updating, and compiling periodically received data.
- Verification of entered data by reviewing, correcting, deleting, or re-entering data; combining data from different systems when information is incomplete; purging files to eliminate duplication of data.
- Receipt, review, verification and filing of records of investigation forms, worksheets, laboratory results and/or other technical reports by various criteria, e.g. by district, by division, by province, and by country level
- Maintenance and updating of various data, e.g. demographic data, epidemiological data or other technical areas.
Function 3 (incl. expected results)
Prepares data for dissemination through various media sources, achieving results such as:
- Correct submissions and processing of information to the necessary units and publication committees and following up closely for timely production and distribution of publications.
- Focal point for entering information, editing, formatting and updating technical text in intranet, extranet, website and other web interfaces.
- Smooth running and updating of information on share point, drop boxes or other shared drives.
- Collection and collation of reported data during the pre-campaign preparation and the campaign implementation phases, including follow-up on action taken.
- Assistance in producing newsletters and other communication tools based on data from existing systems, e.g. the District Health Information System (DHIS).
Work Relations and Partnerships
The Data Management Assistant liaises mainly with internal organizational entities involved in the management of technical programmes and projects as well as at times with external partners who are providing data and information. The incumbent alerts internal staff of discrepancies and false entries and follows up on action taken, thereby being involved in limited discussions. Furthermore, the Data Management Assistant is encouraged to make recommendations for improvement of processes and procedures.
Impact of functions
The functions have a direct impact on the efficient coordination of programme planning, preparation of project implementation and the monitoring of the projects’ implementation progress. Furthermore, the functions contribute to the smooth dissemination of information on programme activities.
Completion of secondary education is required, supplemented by secretarial/administrative training.
Desirable: University degree in computer sciences, business administration, social sciences or related field is an asset
Professional experience and knowledge
- At least five years’ of progressive secretarial/administrative related experience work is required, preferably in the UN system.
- Necessary skills and knowledge include knowledge on administrative guidelines, rules and procedure related to the implementation of programmatic activities.
- Ability to operate PC and good knowledge of Microsoft applications
- Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription and other office procedures and terminology.
- Ability to adapt deal with people of diverse educational and cultural backgrounds
Fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.
- Communicating in a credible and effective manner: Expresses oneself clearly in conversations and interactions with others; listens actively.
- Producing Results: Produces and delivers quality results. Is action oriented and committed to achieving outcomes.
- Produces and delivers quality results. Is action oriented and committed to achieving outcomes.
Interested candidates are kindly requested and strongly encouraged to send their CV To: firstname.lastname@example.org please clearly mention in the email subject Name of the position.
Only Short –listed candidates will be contacted
Deadline for application: COB 14 October 2019