Information Management Officer

World Food Programme, Italy

Skill Required:, IT and ICT
Preferred Experience: 
2 years of relevant work experience
Closing Date for Applications: 
2nd January, 2020


Job Description

The Logistics Cluster enables global, regional and local actors to meet humanitarian needs. Before crises, the cluster works with the stakeholders in high risk countries and regions to strengthening national supply chain resiliency, enhancing coordination and promoting a common methodology towards logistics preparedness among the humanitarian community. In crises, where these capacities have been exceeded, leadership, coordination, information and operational services are provided. WFP, as the lead agency, hosts the Global Logistics Cluster (GLC) support team in its headquarters in Rome. It is comprised of a diverse, multi-skilled group of logisticians and is mandated by the Inter-Agency Standing Committee (IASC) to complement and co-ordinate the logistics capabilities of co-operating humanitarian agencies during large-scale complex emergencies and natural disasters.

The GLC 2016-2021 strategy also includes a special focus on preparedness and on strengthening the response capacity of national actors. The preparedness activities currently focus on six identified disaster-prone pilot countries to successively expand to 24 emergency-prone until mid-2021 and embedding the development of a preparedness platform.

The GLC support team facilitates the process of convening the cluster community, supports the development of the strategy, including a strong preparedness component, and its implementation in accordance with identified objectives and priorities. The support team is accountable to the Logistics Cluster stakeholders and reports on the progress made against the strategy twice a year during the Logistics Cluster Global Meetings. The GLC support team also provides training, guidance, support and logistics surge capacity to the active cluster operations, reinforcing the capacity on staff on the ground.

Objective:

Contribute to the implementation of the GLC Work-plan and Logistics Cluster Strategy to ensure that Logistics Cluster operations at field level meet the expectations of partners and donors for logistics and preparedness support through coordination, information management, and service provision. Further, contribute to the GLC undertaking to strengthen national supply chain resiliency as part of the GLC preparedness activities.

Reporting Line:

The Information Management Officer reports to the Head of Information Management.

Responsibilities:

  • Support the monitoring and reporting responsibilities of the GLC, through the maintenance and development of new tools and improvement of existing procedures, in order to maintain the highest degree of transparency and accountability to the stakeholders.
  • Support field operations, in close coordination with the GLC Operations team.
  • Ensure Logistics Cluster Field Officers (IM and Preparedness Officers) are informed of information management tools and systems made available by the GLC.
  • Support the preparation of Concept of Operations, Standard Operating Procedures (SOPs), CSP/LEO Narratives & Budgets, ensuring they are regularly revised/updated as required.
  • Support with drafting of funding Proposals for Emergency Operations, including Advanced Financing proposals, CERF, ECHO, DFID & others.
  • Support with internal, external and donor reporting.
  • Ensure that accurate, consistent information concerning all Global Logistics Cluster operations is entered into current standardized templates and posted on the Logistics Cluster website.
  • Edit documents and provide constructive feedback to Logistics Cluster field personnel who produce Logistics Cluster products/reports.
  • Build and maintain links with other GLC partners working towards common logistics preparedness goals as a means to build and maintain technical and response capacity.
  • Support the concept design of a Logistics Cluster Preparedness Framework.
  • Collaborate with relevant parties/stakeholders on in-country preparedness related mapping activities and analyses of mapped networks.

Data management and analysis

  • Support the monitoring of the Logistics Cluster’s integrated mechanisms for data collection and information management and ensure quality data collection, analysis and evaluation.
  • Supporting the development of data analytics and visualisation solutions (based on PowerBI and/or Tableau).
  • Liaise closely with the Head of Information Management and internal units on existing data-driven products/tools.
  • Enhance the Logistics Cluster’s data collection processes to ensure operational and global-level activities are well-documented.
  • Update and support the strengthening of existing data tools and identify new trends that be utilised to visualise trends more effectively.
  • Undertake lessons learned and evaluate the performance of data collection and dissemination mechanisms, as directed by supervisor.
  • Support with training modules and capacity strengthening activities to ensure data collection is undertaken efficiently and effectively.

Surge Capacity

  • Deploy as a Logistics Cluster Field IM Officer as required, and be capable of fulfilling all duties specified in the Field IM Officer ToR.
  • Support the publication of accurate, consistent information concerning Logistics Cluster operations through focused communications materials, and in standardized and/or ad-hoc reports upon request from partners and WFP management.
  • Liaise with Logistics Cluster participants, other cluster members, and national counterparts to gather information for the production of IM products, ensuring that challenges and concerns relating to the logistics operation are represented.
  • Establish and maintain internal and external information sharing mechanisms and systems; assessment formats, central file store, operations archive, reporting systems.
  • Ensure all publications are in line with GLC standards and templates.

Global Logistics Cluster Activities

  • Work on projects prioritized in the GLC work-plan to facilitate and support the continued development of the Logistics Cluster.
  • Support the establishment and maintenance of internal and external information sharing mechanisms and systems; documentation formats, assessment formats, central file store, operations archive, reporting systems.
  • Support the development and drafting of appropriate guidelines and procedures to ensure consistent use of new IM tools.
  • Monitor that publications are in line with GLC standards and templates.
  • Support the preparation of briefing materials for donors and GLC partner organizations as requested; and reports to internal or external stakeholders concerning specific GLC activities and projects and/or particular Logistics Cluster operations.
  • Monitor that accurate, consistent information concerning all Global Logistics Cluster operations is made available via the Logistics Cluster platforms, through focused communications materials, and in standardized and/or ad-hoc reports upon request from partners and WFP management.
  • Recognize and assess the sensitivity of information obtained; Respect the confidential nature of sources of information where relevant.
  • Contribute to the development of GLC IM training modules and deliver trainings as required.

Perform other duties as required.

Deliverables at the end of the contract:

  • Contribute to the implementation of the GLC Work-plan and Logistics Cluster Strategy to ensure that Logistics Cluster operations at field level meet the expectations of partners and donors for logistics and preparedness support through with a focus on information management.
  • Contribute to ensuring Logistics Cluster Field Officers (IM and Preparedness Officers) are informed of information management tools and systems made available by the GLC.
  • Contribute to quality control and provision of constructive feedback to Information Management Officers in the field.
  • Contribute to the monitoring of the Logistics Cluster’s integrated mechanisms for data collection and information management and ensure quality data collection, analysis and evaluation.

Recruitment Qualifications:

  • Education: University degree in social sciences, international relations, communications, journalism or related field; or the equivalent combination of education and experience.
  • Work Experience: 2 to 3 years of work experience/internships in humanitarian or communications-related fields are desirable.
  • Languages: Fluency in spoken and written English is required. Proficiency in French or another second UN languages is a distinct advantage (minimum requirement B1 in a second UN language).
  • Key skills: excellent written and verbal communications skills; high attention to detail and proofreading ability; good research and analytical skills; ability to meet deadlines and work under pressure as part of a team; good communication skills; ability to work independently while asking questions and seeking support in a fast-paced work environment.
  • Technical skills: Proficient in MS Office package, particularly in Microsoft Excel and PowerPoint. Demonstrated ability in data ingestion and transformation is a requirement. Experience with SQL, and API-driven development is also preferable. Demonstrated ability in visualizing unstructured and structured data with BI platforms such as Power BI or Tableau is needed.

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