Administration & HR
HR-N2
Version 01/2022

Job Description

Position Information Management Officer-SMS Starting Date  ASAP
Duration 31 December 2024 Publication Date 01 April 2024
Location Cox’s Bazar Type of contract Full Time/contractual
Salary 60,000-62,000 BDT    

About ACTED

Created in 1993, ACTED is an international non-governmental organization pursuing a dual mandate of emergency response and development interventions in 40 of some of the world’s most vulnerable countries affected by conflicts, disasters, or socio-economic hardship. With a team of 7,000 national staff and 400 international staff, ACTED implements 500 projects a year to support more than 20 million beneficiaries, notably in hard-to-reach areas.

ACTED goes to the last mile through programs and approaches that look beyond the immediate emergency towards opportunities for longer-term livelihood reconstruction and sustainable development. Guided by the motto “Think Local, Act Global” and it’s 3Zero –Zero Exclusion, Zero Carbon, and Zero Poverty – strategy, ACTED puts local territories at the center and provides tailored support to local needs. More on www.acted.org

In Bangladesh, ACTED started its activities in 2017 in order to respond to the Rohingya Refugee Crisis in the sectors of Site Management, Natural Resource Management, Community Protection, Information Management, Drain Monitoring & Intervention, SuLMER, Emergency Preparedness Response in the Camps of the Kutupalong-Balukhali Expansion Site, Cox’s Bazar. 

Code Of Conduct

All staff is required to abide by and observe :

  • NGO Child protection policy
  • NGO Code of conduct
  • NGO Anti-terrorism & Anti-Fraud policy
  • NGO Data Protection Policy
  • Non-discrimination policy
  • Transparency, integrity, and accountability
  • Goodwill and positive attitude in the accomplishment of his/her tasks
  • Cooperative attitude in interactions with NGO staff and the camp population
  • Promotion of and adherence to Prevention of Sexual Exploitation, Abuse and harassment principles and guidelines
  • Confidentiality

Key roles and responsibilities

Project implementation
Information Management

  • Prepare, compile and sort documents for data entry with necessary validation queries in place,
  • Design data collection tools and constantly revise them for improvements based on experience, needs and lesson learnt,
  • Enter data efficiently from source documents into prescribed computer database, files, and forms completely and accurately,
  • Verify the accuracy of data collected during any data collection exercises and by reviewing data for deficiencies or errors and correcting any incompatibilities if possible,
  • Obtain further information for incomplete data from the monitors/enumerators,
  • Maintain clean and up to date datasets/databases while removing unnecessary and duplicate datasets.
  • Conducting data collection or supervising enumerators conducting data collection
  • Create visual information products for sharing with partners and stakeholders, such as site profiles, info graphics and chart, brief narrative reports  summarising data collected and related particularly to service delivery, population movements, CWC activities , risk evictions,  community governance and complaints
  • Strict compliance to data confidentiality principles and policies during data collection, data storage and data sharing
  • Supporting improvement of information management systems in the site in collaboration including: identification of information gaps, design/review of tools, databases and reports, data collection oversight
  • Be responsible of storing soft and hard copies of project documentations (such as photos, meeting minutes, reports etc etc) in compliance with ACTED and Donor`s procedures 

Partner coordination and Service Delivery Monitoring

  • Liaising and coordination with all humanitarian partners and local authorities working in the sites for data collection and service delivery monitoring purposes,
  • Monitoring of service provision by partners at site level in close cooperation with the communities and with partners and stakeholders
  • Timely reporting any gaps and/or duplication in service delivery and communities needs emerged by the data collected to the Camp Manager,
  • Timely reporting any risk of evictions identified during data collection to the Camp Manager,

Community liaison, mobilisation, and accountability

  • Supporting the establishment of community governance and representation committees and strengthening the coordination and relationship-building with community leadership groups and community members on a formal and informal basis
  • Supporting organisation of regular meetings with committee and community representatives’ participation in coordination meetings
  • Supporting Communication with Communities activities, especially identifying possible gaps in information flux or possible themes for information campaigns based on data and information collected from the beneficiaries 
  • Supporting the establishment of information desks and Complaint Response Mechanism (CRM) particularly through establishing data management system for complaints and feedbacks, overseeing internal or external referrals and timely provision of answers to the plaintiffs,
  • Support training and coaching of camp committees, partner agencies as requested by the Camp Manager,

 Protection Mainstreaming

  • Considering gender, protection, and GBV concerns in all aspects of activities
  • Promoting of and adhering to Prevention of Sexual Exploitation and Abuse policy and guidelines (for site residents, ACTED staff, partner agencies, casual labours)
  • Supporting and promoting participation of women, youth, people with specific needs and marginalised groups in camp governance mechanisms and SMS Activities particularly using information management tools 
  • Referring to and following up with protection partners on identification and addressing of cases of vulnerability within the camp
  • Ensure that principles of data confidentiality are strictly respected in information management activities and that sensitive data of beneficiaries are protected when stored or shared if strictly necessary 

Project management and reporting

Planning, Implementing and Reporting

  • Supporting the Camp Manager in devising weekly and long-term work plans for the project implementation, particularly or information management activities
  • Attending regular staff coordination meetings
  • Excellent liaison with the SMS team, ensuring consistency and coordination of activities in the site,
  • Timely reporting on problems and challenges in the site to the Camp Manager,
  • Timely reporting on security and safety incidents, including fire, evictions, floods, and any possible security hazards in the site to the Camp Manager,
  • Timely submission of weekly report, information products and updated databases as requested by the Camp Manager,

HR

  • Commitment to continuous learning through trainings and timely identification of capacity-building needs and opportunities, in coordination with line Manager/TC/HR Dept. 
  • Supervise recruitment of enumerators when needed for data collection
  • Train Enumerators

Transparency and Compliance

  • Ensuring compliance to ACTED internal procedures and donor procedures
  • Accurate record keeping of project documentation, including photos and proper filing of meeting minutes, databases, attendance sheets, assessment reports/documents, review and updating of databases etc., in soft and hard copy

Others

  • Provide translation of various documents (e.g. reports, minutes, beneficiary lists, information signs ) upon request of the Camp Manager
  • Perform any additional task as requested by the Camp Manager.

Required qualifications and technical expertise

The candidate must have the following educational degree ;

  • Bachelor's degree in Information Technology, Computer Science and Technology, MIS,  or any relevant subject

Selection Criteria
  • Minimum Two year experience in a similar role.
  • Fluency in written and spoken English.
  • Strong organizational skills
  • Strong interpersonal skills and ability to effectively communicate with field teams, local authorities, and local communities.
  • Flexibility and adaptability are essential, as well as the ability to plan, take initiative and organize work independently.
  • Positive attitude and a willingness to learn
  • Comfortable working in refugee camp settings and spending majority of time in the field
  • Comfortable working in a cross-cultural environment

How to apply

The application form must be submitted in English, with a CV, a cover letter, and three references. The application form is available here. (Download the form and attach it with e-mail)

Please send your application by 14 April 2024 to the following addresses:

Please write in the subject line of your application “Application for Information Management Officer-SMS”. Ensure a working phone number is included in the application. Shortlisted candidates will be notified by phone. Please be aware that the application material is not returnable.

Female candidates are strongly encouraged to apply