Preliminary job information

• Job Title: Health & Nutrition / Database Assistant 
• Country and Base of posting: YEMEN-MOKHA
• Reports hierarchically to: HEALTH AND NUTRITION PROJECT MANAGER
• Creation / Replacement (incl. name): CREATION
• Contract Duration: 6 Months (renewable)
• Announcing Date: 11 September 2023
• Announcement Closing Date: 24 September 2023
• Work Starting Date: ASAP

General information on the mission

PU-AMI’s Context & strategy:

Première Urgence - Aide Médicale Internationale (PU-AMI) is an international, non-profit, non-political, and non-religious humanitarian organization which aims to provide rapid global response to the basic needs of populations affected by humanitarian crises to help them regain independence and dignity. PU-AMI provides assistance to more than 6 million people throughout 24 countries, with more than 2,500 staff worldwide.
PU-AMI adopts an integrated approach, to identify and understand the full array of the needs of the people affected by crises. This innovative approach is at the core of every PU-AMI-supported projects, to better target and prioritize actions, stabilize and improve the situation of the most vulnerable groups. It allows the teams to take all aspects of a problem into account, to come up with an efficient combination of solutions, which will have a powerful and long-lasting impact on the affected populations. In this respect, the organization runs around 190 projects a year worldwide, most of which are focused on Health, Nutrition, Food Security, Water, Sanitation and Hygiene, Psychosocial Support, Education and Protection activities. 
In Yemen, PU-AMI is supporting 18 health facilities (Health Centers, Health Units and Therapeutic Feeding Centers) in four Districts in Hodeidah (Al Mighlaf, As Sukhnah, Al Mansuriyah and Al Qanawis), three Districts in Raymah (Bilad At Ta’am, Al Jabin and Mazhar) and two Districts in Taizz (Al Mokha and Mawza). PU-AMI’s operations are managed by two field offices in Hodeidah and Mokha cities, both supported by the Sana’a coordination office. PU-AMI recently established a second coordination office in Aden. 
PU-AMI is participating actively in clusters and sub-clusters (health; nutrition; food security and livelihoods; WaSH) and works closely with relevant government departments.

Overall objective

Under the management of Deputy Health and Nutrition Program Manager, and Technical Management of  Program Managers, Health & Nutrition Database Assistant will be responsible for contributing to achieving the Health and Nutrition Department project objectives through complex tasks of collaboration and data management ensuring departmental data are up to date, readily available and properly archived as needed.
The daily tasks will include, entering, compiling, storing, and archiving data, and supporting the Health and Nutrition Program Teams in the data analysis and submission/uploading to the humanitarian platforms.

General Objective: 

In close collaboration and communication with Health and Nutrition Program teams to ensure quality data collection and achieving of project data, entering data into existing databases, archiving, and safely storing project data in order to produce reliable quality data for external and internal reporting.

Main Objectives Duties:

1.    Data Collection: s/he will be responsible for gathering the data and writing drafts of minor reports.
2.    Data Compiling and Data Administration: s/he will be responsible for assembling the information given and entering it into specific databases.
3.    Sorting, archiving/ data management, and security: s/he will be responsible for classifying, archiving data into files, and data reporting and management:
4.    Collaboration and reporting:  s/he participates actively in the process of external and internal. reporting.
5.    Other: Pharmacy Management.

Tasks and Responsibilities

Data Collection:  s/he will be responsible for gathering the data, and writing drafts of the reports:

• Responsible for health and nutrition activities/services data collection and data entry on beneficiaries into used project and program databases. 
• Maintain and update patients and beneficiary information, including FB distribution data, cash for transportation distribution, and other health and nutrition activities data needed.  ‎
• Follow the data collection procedures according to the PU-AMI Data Flow Chart.
• Contribute to  data cleansing from the field for reports to the health and nutrition team.

Data Compiling and Data Administration: s/he will be responsible for assembling the information given and entering them into the databases.

• Responsible for preparatory of regular monthly overview of beneficiaries reached against its indicators.‎
• Process and analyze requests for a variety and types of data.
• Ensure consistency of information and procedures of data compilation and analysis.
• Regular basic data analysis – create and elaborate statistics tables; sort and cross-check the data and write a report on the results; detect missing or redundant data and propose improvements.
• Contribute to the monthly/quarterly data analysis and visualization.
• Follow up/compile the monthly health and nutrition database and trackers.
• Follow up/compile the Weekly/Monthly Health and Nutrition epidemiological trends.
• Follow up/compile the monthly FBs beneficiaries and share them with concerned people.

Sorting, archiving/ data management, and security: s/he will be responsible for classifying, archiving data into files, and data reporting and management:

• Maintain accurate records and files within the area of work.
• Proper archiving for all project data (Donation certificate, reports, field data, activity sheets, etc.)
• Indexing, cataloging, and ordering archive materials.
• Scan papers and documents and electronic archiving.
• Manage files for all projects and of the Health and Nutrition Teams.
• Support with audit preparations by ensuring up-to-date archiving and availability of required documents.
• Maintain accurate records and files within the area of work.

Colaborations and reporting: s/he will be directly participating in the  external and internal repoting processes. 

• Directly contribute to the preparation of reports and project documents by providing information, preparing tables and visual data analysis and reports.  
• Coordinate and collaborate directly with PU-AMI and GHO field staff, to ensure accurate data records and ensure its proper reflection in the reports. 
• Conduct regular weekly plan for field visit in PU-AMI supported health facilities to streamline data compilation and identify gaps if required. 
• Active participation in the development of forms for data collection and analysis.
• Work with the team to prepare daily, weekly, and monthly reports as required by the donors and line manager.
• Perform other duties as required by the line managers.
• Drafting routine correspondence and reports.

Other: Pharmacy Management.

• Contribute to pharmacy management with the guidance of the Health Program Manager and Pharmacy Officer.
• Contribute to  pharmacy documentation archiving.
• Any other request signed by the direct manager.

Team Management

Number of people to manage and their position. 

• Direct management: N/A
• Directly reports to: DEPUTY HEALTH AND NUTRITION PROJECT MANAGERS 
• Indirectly reports to: HEALTH AND NUTRITION PROJECT MANAGERS.

 Required Personal Characteristics (fitting into the team, suitability for the job and assignment)

• Able to provide training and supervision to others;
• Proven management ability and interpersonal skills
• Team player;
• Capacity to organize the work;
• Strong commitment to support/develop capacity of PU-AMI/ staff;
• Ability to work on own initiative and collaboratively as part of a diverse team and manage a varied workload;
• Willing to work in challenging environment and extra-hours if and when required;    
• Cross-cultural awareness, flexibility and self-control;
• Analytic thinking, information seeking and Handling;
• Capacity to work under stressful situations;
• Self-motivated, flexible and adaptable to the needs of the team and organization
• Problem-solving and leadership skills;
• Initiative and proactivity;
• Availability to work in rural areas;
• Good human relations and communication skills.

Other    

• Motivation to help people in need.
• Conflict resolution and diplomacy experience
• Good communication and diplomacy skills to manage relationship in potentially tense situations