Job Description

We are looking for an experienced Information Management Assistant (IMA) to function within the Operations Cell with a main responsibility of assisting, reporting and recording operational data and maintaining a technical database on mine action activities.

Duties and Responsibilities

• Assist NPA’s Task Supervisors in submitting daily field reports into NPA’s database and to the ZIMAC database
• Quality Control (QC) of submitted field daily reports in the NPA database and the ZIMAC database.
• Assist the IM Officer to ensure that all relevant programme data is reported according to the reporting mechanisms established by the NPA Operational Department, NPA Head Office and ZIMAC.
• Work together with the IMO, QATO and other operational staff to further develop NPA Quality Management and monitoring systems for land release operations.
• Assist the IMO in training and competence development needs, develop training plans, and execute on-going training for operational staff in the programme.
• Assist the operation staff to develop ICT knowledge and mapping skills within the programme.
• Care for the IM tools in the field and ensure that all IT equipment in the field remains in proper working order.
• Abide by all NPA Standard Operating Procedures (SOPs).
• To assist the to all to gather information and updating the statistics from community per months.
• Per months to update the Communication site and Facebook page.
• Perform any other task or duty as assigned by the IMO or the Operations Manager.
• Ensure all documents and reports produced from all sites are uploaded on the program’s SharePoint workspace following the file naming guidelines.
• Receive coordinates from site supervisors on area covered., check if they fall into the right coordinates and receive clarification on wrong coordinates
• Update the current map on area covered for progress checking.
• Upload on SharePoint and internal NPA Arc GIS to give an update on area covered.
• Carries out ongoing updates during operations to ensure availability of accurate and latest information which is used for decision making.
• Assist the Program Manager, Operations Manager, IMO and Site Supervisor in carrying out analysis of operational data when required.
• Maintain an operational database on areas cleared in square metres and findings and how much quality control was done.
• Assist in managing the overall delivery of the data and information in an effective and efficient manner by working closely with the GIMA.
• Submit monthly reports to HO via SharePoint after the OM’s Approval.
• Ensure all GIS related dataset is maintained in a structured and hierarchical manner.
• Ensure all reports on SharePoint are complete, consistent with standards and are of acceptable quality.
• Maintain and update SharePoint on a regular basis and ensure that the quality of the data is up to the set standard.
• Provide support and guidance on usage of the data and updated dataset to the external stakeholders, after it has been approved.
• Maintain records of clearance conducted and ensure that data received from the field is validity, complete and accurate.
• Review information on square meters covered by Supervisors for each team daily and updated information into the system.
• Assist IMO to design the data collection system to suit needs of different users and formats to ensure that it is user friendly.
• Consult Management on the format required for easier retrieval of data from the system e.g., pictures, charts, tables and excel formats.
• Conduct Quality Control and update current database on SharePoint.
• Ensure compliance with NPA global policies and guidelines on Information Technology in cooperation with the Global Information Management Advisor
• Assist IMO to conduct periodical IM related trainings to field data collection staff and other relevant staff on how to effectively use IM tools or any other trainings when necessary.
• Assist IMO to conduct Capacity building on computer related training for all computer users.
• Assist IMO to develop IT training materials, system documentation, templates and other relevant documents related to IT in dialog with the GIMA.
• Assist and conduct basic and first-hand IT user training at NPA offices when required, eg: MS-Office, GIS, Google Earth and basic Windows.
• Liaise with sister programmes within the region on training on the internal system used by NPA.
• Collaborate with IMO and ZIMAC personnel to reconcile and update the Information Management System for Mine Action (IMSMA) data.
• Provide maintenance and repair of informatics hardware, software and networking services when possible or contact external service providers
• Ensure Internet and internal system connection for all NPA offices and computers, field users and Programme Manager’s residence and that all staff has access to shared resources such as printers, scanners, internet etc.
• Provide upgrading system when required, data backup, anti-virus installation and update and internet security to all users.
• Provide remote and on-site I.T troubleshooting support to all users at the main office and field camps.
• Ensure all software used is genuine and authentic and timely update compatible software for easier operating.
• Assess needs and requirements of IT equipment at the office and camps and make recommendations to GIMA.
• Provide remote or direct assistance to field offices as required.

Qualifications and Experience

• Relevant higher IM/ Information and Communications Technology (ICT) education.
• Experience from IM planning, implementation, follow up and reporting.
• Relevant GIS qualification.
• Previous working relations with national authorities, military forces, and partners is an advantage.
• Good communication and interpersonal skills with the ability to meet deadlines and work calmly under pressure.
• Good knowledge in computer handling and report writing is necessary.
• Written and verbal proficiency in English is necessary