Terms of Reference
Job Title: DATA MANAGEMENT ASSISTANT
Duty Station: Ioannina
Reports to: Senior Project Manager
Duties and tasks Purpose/objective of the position:
The Data Management Assistant is responsible to ensure quality in delivery of all activities related to collection, generation and storage of data with a particular focus on the following responsibilities.
Management and Programme Quality
- Identify standards and legislation in relation to storage of data in line with Greek Authorities together with the support of internal and external legal advice.
- Support in provision of necessary data as requested by donors to follow up on reporting requirements in line with donor requirements, and ensure precision in statistics and data kept.
- Provide regular progress reports to Senior Project Manager and other focal points where required.
- Provide infrastructure for the collection, management and maintenance and analysis of site-related data, including population data.
- Establish and Support the process of ID Card issuance.
- Assist with the process of data collection
- Draft and Design standardised tools as requested.
- Work closely with other staff to ensure digitalisation and storage of all relevant data is carried out effectively.
- Support other staff in maintaining and updating the organization’s website
- Maintain network, printing, scanning and recording equipment updated and functioning.
- Manage the servers, the backup and the video surveillance infrastructures
- Setup and maintain all the IT equipment of the organization including laptops
- Monitor and run IT lab for POCs
- Establish training in basic ECDL for PoCs on-site
Monitoring and Reporting
- Provide regular reporting to Senior Project Manager as required
Finance and Administration
- Comply with all established procedures for financial management
- Support in the digitalisation of Financial and Administrative procedures.
Human Resources and Personnel Management
- Contribute to respectful and positive working relationships, which allow for the effective implementation of all activities.
Logistics and Procurement
- Collaborate with other field staff and the logistics and procurement team to develop and maintain digitalised systems. Support in providing tools for booking of spaces and allocation of materials.
- Collaborate with the logistics team/ procurement team to ensure field-based records are well managed, and to ensure that all items stored on-site are correctly managed.
Security
- Ensure all data storage is carried out within the legal frameworks of Greece.
- Ensure protection of all data stored on-site/on INTERSOS servers
External Relations
- Maintain relations with Internet Service Providers
- Maintain relations with the University of Ioannina
Reporting Requirements
As per main duties outlined above the Data Management Assistant is responsible for:
- Biweekly reports to Senior Project Manager
- Carry out weekly IM Meetings together with Senior Project Manager
- Attend General Coordination Meetings
- Log and track data storage as per agreed mechanisms
As per required the Data Management Assistant should be copied in relation to:
- General Team issues
- Administrative Issues
- Data/Information Management Issues
- Troubleshooting issues in relation to Data, Technology or Information Management