Job Description

 TERMS OF REFERENCE

Background

The Humanitarian Development Program (HDP) is a nonprofit and independent NGO in Yemen .It focuses on improving the quality of Yemeni people’s life through well-planned and comprehensive projects in WASH, education, Food security & livelihood Shelter, CCCM, Protection  ,health and related activities that strengthen underserved communities in all parts of Yemen with the flexibility to respond rapidly to emergencies.

HDP uniquely believes in the power of community, and the strength of partners and donors to make a positive impact in the lives of Yemeni people HDP uniquely believes in the power of community, and the strength of partners and donors to make a positive impact in the lives of Yemeni people. Humanitarian Development Program (HDP) places human dignity at the center of its relief and development work. At the heart of the Program’s efforts to impact poverty and social justice. Vulnerable adults and children are particularly at risk of sexual exploitation and abuse. HDP defines the program’s commitment to the protection from sexual exploitation and abuse (PSEA) of vulnerable adults, involving HDP Employees and Related Personnel. In recognition of the special vulnerability of children, also HDP affirms commitment to the welfare and protection from sexual exploitation and all forms of abuse of children, involving HDP employees and related personnel.

Data entry supports the development and implementation of  (Data entry), accountability and learning systems. This includes the design of participatory data collection methods, rigid analysis and internal as well as external reporting systems to donors and local authorities. The Data entry also carries out all Data entry activities related to their specific project and follow up with all feedbacks coming from the field.

Duties and Responsibilities

Under the direct supervision of the Project Manager and M&E Officer the Data entry, will undertake the following tasks: 

• Prepare source data for computer entry by compiling and sorting information and establishing entry priorities.
• Working with Excel Program with its tools like hyperlinks..etc.
• Sorting and delivering data as soft and hard copies, and catalogued in which would be easy to refer to.
• Process questionnaires by reviewing data for deficiencies and resolving discrepancies by using standard procedures or returning incomplete documents to the team leader for resolution.
• Maintain data entry requirements by following data program techniques and procedures.
• Verify entered data by reviewing, correcting, deleting, or reentering data.
• Secure information by completing data base backups.
• Lead the drafting of weekly, and monthly reports, in accordance with donor guidelines and formats.
• Ensure accuracy of entered data into all databases of project.
• Ensuring that the data recorded on the data collection forms is entered onto the specific database completely and accurately within time limits.
• Compiling, verifying accuracy and sorting the data according to priorities to prepare source data for computer entry.
• Conducting the data quality assurance concept to the data of the beneficiaries such as cleaning, removing the duplicates and fixing the errors or blank data.
• Preparing all the documents needed for the distribution activities such as the beneficiary's lists, …etc.
• Reviewing the data for deficiencies or errors, correct any incompatibilities if possible and purging files to eliminate duplication of data and check the output
• Establishment and maintaining project documentation, filing system and archiving.
• Design, develop and maintain databases.
• Assisting in daily office operations copying, printing, following PRs and other things as requested.
• performance any other tasks assigned by the Project Manager and HDP MEAL Officer.

• إعداد البيانات و الادخال للكمبيوتر عن طريق تجميع وفرز المعلومات وتحديد أولويات الادخال .
• العمل مع برنامج Excel وأدواته مثل الروابط التشعبية.... الخ
• فرز البيانات وتسليمها في نسخ إلكترونية وورقية، وفهرستها بحيث يسهل الرجوع إليها.
• معالجة الاستبيانات من خلال مراجعة البيانات بحثًا عن أوجه القصور وحل التناقضات باستخدام الإجراءات القياسية أو إعادة المستندات غير المكتملة إلى قائد الفريق لحلها.
• الحفاظ على متطلبات إدخال البيانات باتباع تقنيات وإجراءات برنامج البيانات.
• التحقق من البيانات المدخلة من خلال مراجعة البيانات أو تصحيحها أو حذفها أو إعادة إدخالها.
• تأمين المعلومات من خلال استكمال النسخ الاحتياطية لقاعدة البيانات
• صياغة التقارير الأسبوعية، والشهرية، وفقا للمبادئ التوجيهية والصيغ التي وضعتها الجهات المانحة.
• ضمان دقة البيانات المدخلة في جميع قواعد بيانات المشروع.
• ضمان إدراج البيانات المسجلة في استمارات جمع البيانات في قاعدة البيانات المحددة بشكل كامل ودقيق في غضون الحدود الزمنية.
• تجميع البيانات والتحقق من دقتها وفرزها حسب الأولويات لإعداد البيانات المصدرية لإدخالها إلى الحاسوب.
• ضمان  تنفيذ طرق جمع البيانات والحرص على جودتها  / لأنشطة المشروع / بيانات المستفيدين .
• إعداد جميع الوثائق اللازمة لأنشطة التوزيع مثل قوائم المستفيدين ... إلخ.
• استعراض البيانات بحثا عن أوجه القصور أو الأخطاء، وتصحيح أي أوجه عدم توافق إن أمكن وتطهير الملفات لإزالة الازدواجية في البيانات والتحقق من المخرجات.
• إنشاء وصيانة وثائق المشاريع ونظام الملفات والمحفوظات.
• تصميم وتطوير وصيانة قواعد البيانات.
• المساعدة في العمليات اليومية للمكتب في تجهيز العمليات المكتبية اليومية وطباعتها ومتابعتها وغير ذلك من الأمور حسب الطلب.
• أي مهام أخرى يوكلها له مدير المشروع ومسؤول المتابعة والتقييم للبرنامج.

Core Competencies:  

• Demonstrates integrity by modeling the HDP’s values and ethical standards.
• Promotes the vision, mission, and strategic goals of HDP.
• Displays cultural, gender, religion, race, nationality, and age sensitivity and adaptability.
• Treats all people fairly without favoritism.

Functional Competencies:

• Consistently approaches work with energy and a positive, constructive attitude.
• Good teamwork skills.
• Demonstrates good oral and written communication skills in English.
• Ability to develop a monitoring system and capacity to carry out relevant field level verification with data validation tools.
• Ability to extract, interpret, analyze data and resolve operational problems
• Good knowledge of administrative rules and regulations
• Microsoft Office, Windows-based applications, integrated web-based Management Systems, spreadsheets, databases, and IT skills.

Education and Experience

• Bachelor’s degree in computer science, statistics or related field or equivalent education. 
• Previous relevant experience in Data entry department function at least for 3 years.
• Previous experience in a humanitarian/ development setting.
• Experience in data management.
• Experience in donor requirements and expectations.
• Monitor data quality and keep track of the progress of project activities.
• Experience working with governments, I/NGOs.
• Ability to work under pressure and to tight deadlines.
• Proven experience of using MS Office applications (MS office).
• proficiency of both English and Arabic.