Jobs at ALIMA

Job Decsription

Collect the medical data of the projects (epidemiological data, statistics, project data, Research Data), and elaborate regular reporting to the medical referent, in order to have updated and reliable information about the day-to-day activities of the projects.

More specifically, the Data manager and analyst will be under the supervision of the medical referent:

• Set up various databases for all project sites and emergency interventions; Update databases used in the projects as required.
• Work with Data collectors/Encoders/Enumerators in all projects to ensure patient files are properly stored in an accessible manner.

Monitor the quality of data collection:  

• ensure the data collectors have the right source of documents within the projects; ensure the quality of the data contained in the compilation tools and ensure respect for the principles of confidentiality of patient data.

Supervise and train data collectors in the projects:  

• Supervise the project data entry operators and identify the difficulties they face in terms of the use of tools and send them or notify them to the project activities manager and the medical referent; Provide support and on the job-training to data collectors; Organize training for data operators on identified needs.
• Train new staff e.g., Hired Enumerators/Surveyors and other staff involved in data collection on how the data tools work.
• Inform the Medical referent of communicable diseases with epidemic potential: Hold a database or a history of alerts and emergencies according to the scenarios (Measles, Cholera, and Meningitis) and other situations (population movement or IDP, inflow of wounds). Also, in case of emergency intervention ensure that projects or databases / line list updated if necessary and uses it. Monitor, compile and analyse the database on a weekly basis;

Data analysis:

• Conduct analysis on databases collected with medical referent and the Research Management Team and give a short weekly/ monthly summary: and advise the project coordination team on the situation in terms of the achievement of indicators, targets, alert situation for epidemiological diseases and errors identified in the projects databases in terms of collection or encoding.
• Carry out data analysis of various orders according to the request by informing the Medical Referent of the needs expressed in advance.

Reports:

• Compile monthly data from project locations into a monthly data report and maintain a reporting system for monthly and quarterly reports for all medical activities for the projects, internal and external partners such as different donors, nutritional sector, health sector, SGBV sector, UNICEF and WHO, etc. While ensuring that the requests are in agreement with the organization.
• Participate in cluster and HIS meetings organized by the MoH of Katsina State.
• Troubleshoot problems that may arise with the databases.
• Liaise with MoH staff regarding DHIS2;
• In the event of assessment, research, surveys he/she will have to contribute to the preparation of the plan and analysis of the data (recommendation of the software best adapted for high quality analysis).
• Perform all other tasks as requested by the mission.

REQUIREMENTS

Education:

• Degree in Statistics or a master's degree in Epidemiology or Public Health with strong knowledge in epidemiology and statistics (Required).
• Degree in Health Sciences (Medicine, Nursing) with strong knowledge in epidemiology and statistics (is an asset).

Experience:

• 2-year experience in data analysis & management

Language:

• Excellent command of verbal and written English is essential.
• Comprehensive French and locally spoken languages (is an asset)

Technical skills:

• Computer skills (Word, Excel, Access, Outlook, PowerPoint)
•  Perfect mastery of data processing and analysis software (DHSI2 / National Data Collection System, STATA, Epi Info, Epi Data, others)
• Ability to cope with transfers of data and complicated epidemiological reporting.
• Experience in designing and developing databases for collection of medical data.
• Strong ability to coordinate, priorities and organize workload, work under pressure with minimal supervision.
• Experience in conducting a survey using CommCare (is a good asset)
• Experience in conducting Nutritional and Immunization surveys (SMART, SQUEAC etc…)

Other qualities

• Excellent interpersonal and communication skills, good judgment and a high level of respect for confidentiality.
• Highly effective organizational and multitasking skills.
• Team management and good mastery of teamwork
• Adherence to the ALIMA Principles and Charter
• Flexibility
• Flawless motivation and result oriented
• Creativity
• Can work under stress & available on request.
• Autonomous

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RESPONSIBILITIES

ADMINISTRATIVE AND RECRUITMENT MANAGEMENT OF NATIONAL STAFF

• Under the Admin Manager’s supervision, execute Administrative and legal related tasks, checking payroll calculations and updating personal files in order to ensure accuracy, compliance and on time payments.
• Update the project organigram and submit to Admin Manager
• Supervise ALIMA premises in order to ensure working conditions are in conformity with legal requirements.
• Prepare employment contracts in conformity with legal requirements including specific amendments when necessary, in order to ensure labour and tax compliance
• Inform in the systems all personal files and keep them up-to-date in order to facilitate HR processes management
• Update Social security & Tax office employee files in order to meet legal requirements and duties.
• Update job descriptions and function grid classification in order to clarify accountabilities and rewarding practices.
• Monitors the performance of staff. Provides feedback on their performance and conducts performance evaluation.
• Prepare and archive formal certificates and other HR documents when needed in order to facilitate hiring processes.
• Supervise all movements of personnel from/to mission/project/home and all related formalities (briefing, visa, accommodation, trial period, extension of mission, early return, etc.) in order to facilitate accommodation and relocation.
• Support line managers in recruitment and hiring process in case of absence of Admin Manager, ensuring administrative and legal accuracy, in order to meet HR needs.
• Communicate to and brief new employees on HR policies and regulations in order to facilitate onboarding processes.
• Assist the Admin Manager in following- up disciplinary measures and court cases in order to protect ALIMA interests and to ensure legal compliance.
• Registers applicants to training and follows-up with the HR Manager.
• Prepare all correspondence with local authorities (i.e. tax offices, ministry of labour) in order to maintain flow and soft relationships.
• Maintains staff and program information using spreadsheet and/or database software.
• Evaluates, develops and recommends office procedures and practices to senior management. Ensures that approved office policies, practices and procedures are understood and followed.
• Performs other related duties as required.

PAYROLL MANAGEMENT

• He captures the variable elements of the payroll in Homere
• He validates the requests of instalments and records them on Homer,
• He collects the attendance sheets and notes the various absences, collects overtime cards and checks their validity, and enters these in the Homer payroll software
• He/she establishes the monthly pay slips
• It publishes the ballots and verifies that each ballot is correctly established,
• He has checked and targeted salary listings by the logistician-administration or field administration manager,
• It prints the bulletins and closes the pay of the month.
• At the end of the contract, he establishes the balances of all accounts
• It verifies the rights to paid holidays, enters the variable elements of the salary into the payroll software,
• He/she prints payslips and gives to staffs and files acknowledged copy
• He causes these elements to be targeted and transmitted to the employee.

FEATURES:

• Remains discreet about the professional and personal life of team members
• The responsibilities mentioned above are not exhaustive and other work may be requested depending on the needs of the mission.

Other qualities

• Excellent interpersonal and communication skills, good judgment and a high level of respect for confidentiality.
• Highly effective organizational and multitasking skills.
• Team management and good mastery of teamwork
• Adherence to the ALIMA Principles and Charter
• Flexibility
• Flawless motivation and result oriented
• Creativity
• Can work under stress & available on request.
• Autonomous
• Good knowledge of HOMERE and HIRS