Information Management and Program Support Officer

Job Description

BACKGROUND:

The International Rescue Committee (IRC), responds to the world’s worst humanitarian crises and helps people survive, recover and gain control of their future. The IRC is working to improve the safety, health, education, economic well-being and power of people in crisis affected places. IRC’s Economic Recovery and Development programming ensures that clients meet both their short- and long-term economic needs through sustainable and ethical programs such as, but not limited to, cash and voucher transfers, food security promotion, climate-smart agro-pastoral production and enterprise development and employment promotion.

More than 3.6 million people have fled across borders to seek safety in the 1st month since the escalation of conflict in Ukraine on February 24, 2022, and over 6.5 million Ukrainians are reported to be displaced. As the vast majority of the displaced are women, girls, and boys, this could become the worst humanitarian crisis Europe has seen in decades.

Between February 7-23, 2022, an IRC team undertook a scoping mission covering Poland and Ukraine to better understand the context, humanitarian and civil society landscape, and anticipated service gaps in the event of an escalation of conflict in Ukraine and consequent displacement into neighbouring Poland. As of February 24th, the IRC has pivoted to an emergency response, and have identified partner agencies in Ukraine and Poland to facilitate immediate assistance that can be used where it is the most needed. Simultaneously, the IRC is establishing operations across Ukraine and Poland to complement partner response services either in breadth or scale.

This position will be based in Warsaw, with occasional travel to Krakow, Wroclaw, Lublin and other locations as necessary. As this is a fluid and rapidly changing context, the location of this assignment may change based on the needs of the program. Housing will initially be in hotels, or other shared, IRC accommodation.

JOB SUMMARY:

The Information Management and Program Support Officer will be responsible for all data information, management, and analysis from the IRC Polska ERD Program. The position will provide required support on design and implement new technology to be used to improve overall data collection and management responsible for helping to implement the ERD program portfolio. The Officer will play a critical role in ensuring the effective management of administrative tasks and operations. They will ensure that all necessary IRC systems, policies and procedures are understood, and used by unit team members. Where policies and procedures are not in place, the position will be responsible for working with relevant departments and staff to develop them.

MAIN RESPONSIBILITIES:

Information Management

- Work with the ERD Coordinator and ERD Technical Advisor to design specific interventions to support clients inclusive of potential mobile/ICT support services and to develop monitoring and evaluation tools to track effectiveness of support provided to clients and partners - Design assessments to determine challenges, gaps and support needs of local partners and clients - Carry out troubleshooting and assessments and analyze data to determine specific interventions that would help better manage day to day needs (including better implementation and tracking of cash distributions) and support overall growth - Adjust support models based on feedback from clients, partners, IRC, and monitoring information - Ensure that activities are implemented in accordance with the approved Standard Operating Procedures (SOPS) and other IRC policies and that ICT infrastructures are properly performing

- Ensure that ERD activities are meeting target indicators in relation to approved milestones and of the desired quality to achieve desired goal/impact, such as through weekly data reports - Support the team in developing detailed activity plans in line with program objectives, ensuring that those plans are implemented and any expected delays and/or modifications are communicated and raised in a timely manner - Provide data visualization: Power BI, Tableau and DHIS dashboards, tables, charts, GIS maps - In collaboration with the team, design and implement a dissemination plan for all information products (e.g. situation reports, data, maps). - Develop new applications, tools, or methods to improve workflow and train others in their use.

Human Resources

- Oversee and coordinate onboarding of new ERD staff by planning Orientation schedules - Regularly update onboarding documents and resources - Serve as the focal point for new hires and Human Resources department

Procurement and Sourcing

- Develop purchase orders, contract payments and other finance transactions, coordinating with Global Supply Chain, Finance or outside vendors as needed - Lead the procurement processes for paying vendors, including for translations, office supplies, and other materials for the team - Maintains supply inventory by checking stock to determine inventory level, anticipate needed supplies, placing and expediting orders for supplies

Departmental Support

- Represent the team in ongoing intra-departmental projects, working closely with operations support leads from other units - Maintain records and tracking for use by departmental leadership - Format documents for internal and external dissemination - Assist with the planning and logistics of workshops, conferences, meetings, and team retreats

- Support in other administrative and scheduling tasks

JOB REQUIREMENTS

Education: University Degree in International Development, Business Management, information management/technology and systems, computer science, data science, or a related field required

DEMONSTRATED SKILLS AND COMPETENCIES:

- Minimum 2-4 years previous experience working with information systems management, monitoring and evaluation, database development and management; NGO experience is an advantage. Statistics and data analysis are all relevant areas of experience. - Demonstratable experience with tools like Power BI, CommCare, Tableau, DHIS, and Excel. - Experience with descriptive data analysis and/or data management - Able to think critically about data and information, triangulating and cross-checking data when needed and with minimal guidance

- Excellent visual design sense regarding clear and accurate presentation of data. - Experience using ArcGIS is desired - Fluency in English required; Ukrainian fluency strongly preferred; Polish language skills an asset - Shown ability to work well in and promote teamwork, comfortable in a multi-cultural environment, flexible and able to handle pressure with professional grace. - Willingness to travel to different cities within Poland and Europe.

- Demonstrated dedication to an anti-racist and Do No Harm approach, gender equality and inclusion - Excellent Microsoft Office skills and experience with financial and procurement systems - Excellent interpersonal, oral, and written communication skills - Highly organized with a strong attention to detail - Aptitude for, and interest in, providing creative means of training and developing staff in organizational systems and procedures

- Previous experience in project management in related sectors/programs

Female candidates are highly encouraged

Polish nationals and individuals with right to work in Europe are strongly recommended.

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

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Qualifications