Information Management (IM) Specialist - Nigeria INGO Forum at iMMAP

Scope of work

• The Information Management (IM) function at NIF is crucial for fulfilling its information sharing mandate with members, donors, government, the UN, media, and other stakeholders.
• This role involves establishing systems and processes to manage data efficiently, including data processing, analysis, and visualization, as well as overseeing NIF's brand and identity.
• The IM Specialist aims to enhance data accuracy, improve material distribution, and support all INGO Forum goals and strategies in collaboration with national and international partners and donor agencies. Building and maintaining strong contacts with humanitarian partners is also a key responsibility of the IM Specialist.

Description of Duties

Contact management:

• Design and develop NIF contact databases, spreadsheets, and mailing lists.
• Effectively manage the plenary and platform mailing lists, including group chats, and support team members in managing their respective mailing lists.
• Facilitate/introduce systems, tools, or platforms to automate contact management processes.
• Ensure regular updates and the quality, accuracy, and consistency of all contact data through liaising with members, observers, donors, and other partners.
• Appropriately assign contacts of members, observers, and external stakeholders to their respective mailing lists as requested, while making all contact lists available and accessible.

Knowledge and data management:

• Oversee the coding, design, development, or improvement of data collection tools, databases, and systems for efficient data management and information dissemination.
• Coordinate timely data collection from the field, members, and other sources to support gap analysis, evidence-based advocacies, and collective visibility of INGO activities.
• Conduct data cleaning and analyses of available datasets and produce regular information reports, visualizations, and maps to facilitate planning, service delivery, collaboration, and decision-making.
• Ensure compliance with data protection laws and regulations (e.g., NDPL and GDPR) when handling sensitive, confidential, or personally identifiable information.
• Code thoroughly all assessment on XLSForm, upload and Coordinate assessment and needs analysis activities, including routine surveys, and manage data collection and analysis platforms like KoBo Toolbox.
• Ensure periodic and consistent collection and storage of data from the field, members, and other sources to support relevant and compatible analyses for decision-making.
• Collect and compile information on INGO activities to update stakeholders on the progress of joint INGO interventions.
• Review and improve the membership application pack and processes and establish systems to promote knowledge sharing and retention through online collaboration, filing, documentation, and video conferencing.

Information sharing and visibility:

• Develop standardized tools and reporting templates, including letterhead, meeting notes, and presentation slides, following the Forum's brand guidelines.
• Utilize data analysis and visualization tools, including GIS and Adobe Creative tools, to design and produce infographics, maps, and other information products.
• Provide graphical/design supervisory support for various information products and NIF publications, ensuring the development of high-quality visual products.
• Summarize key data and information in easily readable formats for internal/external dissemination.
• In support of the Communications team, ensure the brand identity guidelines for the Forum are uniformly and consistently followed by the team and stakeholders.
• In support of the Programs team, maintain an information pack about INGO Forum for new members and INGOs.

Capacity support:

• Coordinate the dissemination of NIF information management tools, templates, and products, promoting their acceptance and use by staff and within the INGO community.
• Provide liaison support with relevant partners and stakeholders to efficiently compile necessary information for external requests.
• Train staff and members on the use of NIF platforms, tools, and templates and assist in planning information management activities.

Website Management:

• Oversee the update and editing of NIF website.
• Ensure proper organization of the NIF website in collaboration with the IT consultant.
• Oversee the uploading of contents, new information and edits on the website.

Others:

• Perform any additional tasks assigned by the supervisor.

Requirements

• The job requirements for this position encompass a strong emphasis on analytical skills, critical thinking, and people skills, in addition to technical proficiency in GIS, database management, and data visualization.
• The successful candidate will be expected to effectively coordinate with stakeholders, analyze data, and present information in a clear and compelling manner.

Education

• Graduate of an institute or university in the field of Information Technology, Information Management, or Computer Sciences.

Languages

• Strong command of English

Experience

• Minimum of four years of progressively responsible experience in (humanitarian) information management, GIS, and database management/administration, with familiarity in programming languages such as PHP, HTML, or others, including relevant software.
• In-depth knowledge of computer networks, related hardware, and peripheral equipment.
• Proficient in topographical map reading, demonstrating strong spatial capabilities.
• Demonstrated experience in using common survey platforms, with additional knowledge of LimeSurvey and Kobo considered advantageous.
• Familiarity with the use of adobe creative cloud software for graphic designing.
• Proven track record in data collection, analysis, and preparing reports and presentations using visualization tools like Power BI, highlighting analytical and critical thinking abilities.
• Good working knowledge of MS Exchange server, Azure and other email marketing services.
• Advanced knowledge on Archiving and data security with OneDrive and SharePoint Server.
• Familiarity with data QA/QC processes for information management.
• Advanced skills in MS-Access, MS-Excel, MS SQL Server, and Web design.

Soft skills

• Demonstrates excellent interpersonal and communication skills, enabling effective coordination with government representatives, (I)NGOs, and colleagues.
• Exhibits flexibility and adaptability in challenging situations, being capable of working under pressure and for extended hours at various locations when needed.
• Strong analytical and critical thinking skills, along with the ability to apply them in problem-solving and decision-making processes.
• Self-reliant and proactive in working independently, taking initiative to drive projects forward.
• Possesses strong written and oral communication skills, facilitating effective collaboration and communication with diverse stakeholders.