SUPERVISOR MEDICAL DATA ENTRY

Position status: Full-time 
Location: Ad Dahi – Al Hudaidah (The project is located in the government Hodaidah operating within the surrounding districts). 
Contract duration: 1 Year contract with 6 months probation period. 

Doctors Without Borders / Médecins Sans Frontières (MSF) is an international, humanitarian, non-governmental organisation providing assistance to people in need as a result of natural and man-made disasters, irrespective of race, religion, ideology or politics.

Main Purpose

Ensure completion of all activities related to medical data entry and data management into the mission database. Supervise, organise and plan the activity of Data Entry officers/operators, as well as identify their training needs in order to provide a good service support and reliability of the data collected.

Accountabilities

• Supervise, organise and plan the activity of Data Entry officers to have a reliable record of medical activity performed, as well as identify their training/technical support needs in order to provide a good service support and reliability of the data collected.
• Ensure collation and entry of all data identified by project managers for collection (e.g. morbidity, mortality, surveillance of diseases of epidemics, nutrition, psychological and women’s health, etc) into the appropriate data management system while ensuring quality of data
• Do quality control data officers’ performance on regular basis
• Know and ensure proper use of software used for recording (i.e. Fuchia, Epi Info, etc.).
• Ensure accuracy of the medical data entered into the mission’s database on a regular basis, according to MSF protocols and carry out regular back-ups.
• Provide technical support to data entry officers/operators in project sites and give response to their training needs.
• Provide regular statistical reports for the medical team as well as informing the superior of any missing information, major changes or big differences in data

MSF Section/Context Specific Accountabilities

1. Data Collection, Quality & Management

• Ensures accurate and timely data collection from all project departments (ER, IPD, ITFC, NCD, PHCC, Mental Health, Laboratory, Pharmacy) in line with MSF-OCG reporting standards.
• Conducts routine data quality checks (completeness, consistency, and timeliness) and provides immediate feedback to concerned staff and supervisors.
• Guides the team on correct classification of diagnoses and ensures adherence to the diagnosis lists used in each department.
• Ensures proper archiving and filing of medical documents (patient files, registers, referral forms) according to MSF protocols, ensuring confidentiality and secure storage.
• Ensures that all medical data is safely stored and handled confidentially following MSF medical data protection standards.
• Acts as the focal point for incident reporting related to data (lost files, duplicates, misclassification, delayed submission) and ensures follow-up and corrective actions.
• Performs hands-on data entry tasks whenever needed to support the team and ensure continuity of activities.

2. Team Supervision & Capacity Building

• Supervises, supports, and coaches the data entry team to maintain high data quality and correct use of DHIS2.
• Provides monthly supervision plans, performance observations, and evaluations for data entry staff.
• Ensures fair and balanced division of daily data entry tasks among the team based on workload, capacity, and project priorities.
• Provides on-job coaching and refresher training for nurses, nurse aides, and registrars on proper documentation in patient files, registers, and triage tools.

3. Coordination & Medical Collaboration

• Coordinates daily with MAM, CTL, NAM, and NTS to ensure completeness of patient files, discharge forms, transfer notes, and registers before data entry.
• Supports the medical team in understanding data by preparing daily, weekly, and monthly reports, highlighting trends, alerts, or data gaps.
• Participates in morbidity meetings and medical discussions to clarify data issues and provide analysis.
• Ensures professional communication and collaboration with medical, nursing, outreach, logistics, and ICT teams regarding any data-related issues.
• Participates in annual planning/ Plan Of Action /Mid Year Review meetings and discussions of the project.

4. DHIS2 & Digital Systems

• Acts as the DHIS2 focal point by providing training, coaching, and ongoing support to medical teams on correct use of DHIS2 modules and reporting tools.
• Reports all DHIS2 issues to the HIS team using Elixir and ensures timely follow-up on problem resolution.
• Coordinates with logistics and ICT teams to ensure full hardware and software support for DHIS2 and related tools.

5. Reporting & Responsibilities

• Ensures timely submission of SitRep, monthly medical data, and any ad-hoc requests from PMR, MAM, or coordination.

Requirements

Education    

• Diploma in  Information and Technology (IT).  (Bachelor Degree in Information and Technology (IT) is desirable).

Experience

• Essential working experience of at least two years with MSF

Knowledge    

• Essential knowledge of use of computer including processing of documents (Word, Excel).(Recommended knowledge on medical statistics data bases).

Languages        

• Essential, English B1; local working language would be an asset.

Competencies    

• Results and Qulaity orintation L2
• Teamwork and Cooperation L2
• Behavioural Flexibility L2
• Commitment to MSF principles L2
• Stress Management L3