World Vision Kenya Information Management and Reporting Coordinator Programme 2023

About Job

The purpose of this role is to produce significant global disaster management reports and data trends by consolidating, analyzing, interpreting, and summarizing information from more than 30 countries. These reports are utilized to strengthen management’s decision-making and leverage World Vision’s food assistance to stakeholders or donors.

This position will also produce various monitoring tools to ensure that effective internal and risk management, and cost efficiency are delivered to field offices that have food assistance, cash/voucher programming, WFP, UNICEF, UNHCR, and OCHA grants. He/She will also provide technical support or online training to field offices in accessing the Disaster Grants database and producing disaster management reports. Additionally, the holder of this position will contribute in maintaining data integrity in various internal and external databases and to the enhancement of disaster management information systems to improve accounting and reporting and to adapt to the changing landscape in information technology.

Major Job Responsibilities:

50% –Data Analysis, Monitoring, and Reporting

• Produce reports on cash transfer and number of beneficiaries supported by food assistance, cash and voucher programming, WFP and 3UN grants by consolidating, classifying, analyzing and summarizing data of more than 100 projects on a monthly, quarterly and yearly basis.
• Produce monthly monitoring report for required WFP financial reports such as sunsytem core report and financial review notes to ensure that these are properly in placed in FFR database and to monitor financial performance of National offices. This report also monitors the budget posted in Sunsystem based on FLA to oversee over and under expenditure of projects.
• Produce monthly project close out monitoring report to track projects that are closed or not yet closed within 90-day close out period. This report aims to ensure that cost-efficiency are implemented in all food assistance projects. This also monitors the project’s final WFP financial report and close out certificate are placed in FFR database.
• Produce monthly monitoring report on draft and signed commodity summary statement to ensure that these documents are accurate and in places in Disaster Grants database for timely accrual of Support offices.
• Produce monthly Disaster Grants database monitoring report by checking all required food assistance reports such as monthly narrative report, cash transfer report, commodity tracking systems reports, specifically, commodity status report, recipient status report, loss summary report, distribution tally, receipt summary and physical inventory report are placed in the database for global reporting and analysis, and for audit purposes. This report also tracks the project documents such as project proposal, budget narrative, project summary table, donor agreement and implementation agreement.
• Provide support to Information and Reporting Manager in calculating ‘Cost per beneficiary’ through statistical analysis and determining appropriate datasets
• Produce year-end commodity inventory report that captures food tonnage and food value by gathering inventory reports from National office, consolidating, analyzing and summarizing data.
• Produce valuation report of food tonnage to requesting Support offices who need the allocated food value (USD) for their specific projects.
• Produce a LMMS collection report that captures list of projects that are using LMMS for beneficiary registration and the cost equivalent to monthly number of beneficiaries reached.
• Prepare LMMS and CTS invoice and send to National offices who are utilizing the systems in their food assistance projects. LMMS payment is collected on a monthly basis while CTS is on an annual basis.
• Produce annual analysis on food assistance training conducted globally or in the National office
• Support information and reporting manager in producing DM Food and Cash Voucher Programmes Performance report
• Provide data inputs on various food assistance policy research and other food assistance initiatives
• Create various DM reporting analysis templates which may arise on various initiatives

35% Food Assistance Community of Practice (Food CoP)

• Produce a monthly and/or quarterly newsletter by gathering relevant food assistance information that can be shared to Food CoP members. The newsletter includes World Vision external engagement, news, articles and resources, success stories, Interest groups’ updates, upcoming events and Food Assistance courses.
• Maintain and update WV central Food CoP pages, DM team sites, Interest Group pages, Food CoP library and serve as the first point of contact for questions, uploads and support requests from the members
• Provide support in organizing quarterly town hall by gathering relevant information for the meeting, scheduling in zoom and sending invite to Food CoP members
• Produce quarterly Interest groups’ updates by coordinating with IG lead.
• Monitor Food Assistance Interest groups’ discussion and provide support as needed
• Update Food CoP membership list by adding new members and removing members who are no longer in the organization
• Send welcome notes & newsletter registration requests for new Food CoP members
• Participate in monthly WV Site leads webex training for system updates and new tutorials

15% Data Management and Information System

• Input and classify Food Assistance training details in DM’s training database
• Verify entered data by the National offices in Disaster Grants database by reviewing, correcting, deleting, or reentering data
• Coordinate and communicate with NOs any discrepancy in the reported monthly food  assistance reports
• Coordinate with Programme Support Officers any discrepancy in DGD information to ensure data integrity in reporting and analysis
• Provide support to National offices having technical issues posting food assistance reports in the Disaster Grants database by granting access to users, or posting reports in the database on behalf of the National Office.
• Suggest design and processes for the improvement and efficiency of systems to improve accounting and reporting and to adapt with the changing landscape in information technology.

Requirements

Knowledge and Qualifications for the Role

• At least 3 years of previous business analyst, data mining and statistics work experience.
• At least 1 year of relevant IT work experience
• Bachelor’s degree in Mathematics, Statistics, Economics, Development Studies, international relations, and other related field.
• Knowledge in food assistance, emergency response, development and NGO operations
• Humanitarian field experience (at least 5 years) with substantial exposure to food assistance, cash and voucher programming, WFP and other UN grants, and or development sector business process
• Advanced analytics skills such as regression modelling, analysis of variance (ANOVA), forecasting and other statistical analysis using statistical tool (SPSS, R, etc.)
• Have keen observation to data and have strong data analysis skills and advance excel skills, PowerPivot, PowerBI, SQL and other database related platform
• Proficiency in Microsoft Teams, Outlook, OneDrive, Sharepoint, Zoom and knowledgeably in IBM Lotus Notes

Travel and/or Work Environment & language

• This position can be based in the office or home-based and will need to travel whenever needed to participate in both within and outside disaster management meetings, conferences, or deployments.
• French, Spanish or Portuguese speaking is a plus.