Data Assistant NGO Job AVSI Foundation Nairobi, Kenya

Job description

Duties and Responsibilities

• Accurately validate and enter data collected from households (HHs) and beneficiaries into the project database, ensuring 100% compliance with SOPs and completion within defined timelines.
• Ensure all field data captures defined variables and meets quality standards through regular cross-checks, data cleaning, and verification, achieving less than 2% error rate.
• Perform daily database backups and maintain electronic filing systems to prevent data loss and ensure easy retrieval.
• Collaborate with Case Managers and Caseworkers to properly file and store data forms and OVC records according to filing protocols, ensuring availability for audits, DQA, and SIMs.
• Update and maintain all program data trackers, dashboards, and datasets; produce timely reports for site-level decision-making during monthly reviews, DQAs, SIMs, and supervision visits.
• Conduct household visits per month to validate and verify data accuracy, capturing any missing or inconsistent information.
• Assist caregivers in registering children for birth certificates via the E-Citizen portal, ensuring invoices and documentation are filed in OVC files.
• Prepare and summarize datasets for program reviews, evaluations, and learning events, supporting the MEAL team in tracking indicators and reporting progress.
• Take the lead in monthly ward data review meetings, ensuring accurate data is shared with Case Managers, CSEA officer and M&E personnel for evidence-based decision-making.
• Ensure proper filing and storage of distribution lists, participant registers, meeting minutes, and any supporting documentation required for audits, DQA, or SIMs.
• Retrieve, update, and maintain electronic and paper-based data as needed to support program monitoring, reporting, and quality assurance activities.
• Comply with AVSI implementation guideline GP-DRG-20 to ensure the project is delivered. Ensure all assigned tasks are carried out effectively, efficiently, and in full compliance with AVSI guidelines and project SOPs, maintaining high quality and consistency across program activities.
• Assist in tracking program expenditures to ensure all data-related activities and field operations remain within the approved budget framework, flagging discrepancies to the supervisor promptly.
• Support program representation to government officials, NGOs, and implementing partners in coordination with the Country Representative, ensuring communications and reporting align with AVSI standards.
• Monitor and document emerging program opportunities from beneficiaries, staff, or other sources, providing actionable inputs to enhance program design, improve service delivery, or inform new project initiatives.
• Supervise and support the rollout of the feedback and complaints mechanism in the field, ensuring all reports are logged, tracked, and addressed in coordination with the MEAL Manager.
• Ensure high professionalism in all interactions with authorities, national and international organizations, and internally; monitor and report on staff adherence to AVSI professional standards.
• Assist in supervising field staff assigned to the program/project, supporting performance management, operational guidance, and adherence to AVSI procedures.
• Coordinate assigned program activities to ensure strict compliance with AVSI project implementation procedures, providing guidance and oversight to staff to guarantee procedural alignment.
• Assist in preparing and editing narrative and progress reports for each program according to donor requirements and AVSI internal rules, ensuring accuracy, timeliness, and quality of submissions.
• Perform any additional tasks assigned by the supervisor that contribute to achieving the overall goals of Case Management and program objectives.

Required Qualifications & Experience

• A degree in Statistics or related field from a recognized institution.
• Be computer literate with knowledge and experience working with information systems.
• Minimum of 3 years of experience working in a comparable position.
• Those with experience working in non-profit organizations have an added advantage.

Required skills and experiences

Skills and Competencies

• Excellent interpersonal and communication skills.
• Demonstrate strong ability to coordinate and manage multiple teams, partners, and maintain strong relationships with government entities, donors, and other stakeholders.

How to Apply

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