Save the Children

Position: SWAN Information Management coordinator

Job Time: Full-Time

Job Type: Contract

Place of Work: Addis Ababa, Ethiopia

Posted date: 26 minutes ago

Application Deadline: Jul, 16/2021 (4 days left)

ROLE PURPOSE:

Provides technical support for the SWAN Consortium team in handling IT-related tasks including graphics design, able to prepare reports from the existing Web-Based System. The Role holder should have an analytical skill that helps incorporate visualizations line graphs to be presented at higher management levels for decisions making, management of SWAN portal system through uploading data on regular basis, upgrade the portal system in consultation with the lead agency IT department, centralizing supply chain documents through collecting from different storage areas of SWAN member agencies, assigning of a ticket coming from users to members of the IT team, providing support on some administrative routines and other relevant duties.

The Post holder will be tasked to support the program team in producing graphics design using the data collects from the consortium partners, collating and preparing all project related documentation and reports database, creation and data analysis, providing a firm foundation for the data management, design and develop database systems, provide guidance to SWAN team on database structures and features, create standard procedures to enhance scalability and performance of existing database architecture, troubleshoot complex database issues in accurate and timely manner enhance proper warehouse management data including report producing from the portal system in line with report users’ needs. Work very closely with the SWAN MEAL team to produce high-quality reports supported by graphics design.

Also, he/she will be tasked with the execution and management of SWAN central warehouse and field preposition store’s inventory transactions including receiving, storing, dispatching, reporting, and stock management.

SCOPE OF ROLE:

Reports to: SWAN Consortium Supply Chain Manager and functionally to the SWAN Consortium Lead.

Dimensions: SWAN works in all regions in Ethiopia through four member agencies: SCI, World Vision, AAH, and NRC.

Several direct reports: N/A.

Duties and Responsibilities:

• Able to prepared reports from the existing Web-Based System.
• Have an analytical skill that helps incorporate visualizations line graphs to be presented at higher management levels decisions making.
• Provide technical support for the SWAN Consortium team in handling IT related tasks including graphics design
• Manage and control detailed mapping of available online portal storage facilities and ensure that up-to-date stock data records for each area/facility of SWAN member organizations. This includes both the SWAN central Warehouse and field level preposition warehouses portal systems.
•  Responsible for warehousing online transactions data management as well as online tracking movement of all equipment and supplies stored in Addis Ababa SWAN central warehouse and distributed to respective SWAN field locations.
• Produce reports from data the movement of stocks resources from the SWAN cereal WH, consortium members’ Donor’s warehouse to the intended beneficiaries, and monitor the volume of cargo despatched to the different project sites and inform to his/her immediate supervisor.
• Establish rules and procedures for data sharing with SWAN consortium members, clusters, and donors including other relevant external stakeholders
• Support others in the daily use of data systems and ensure adherence to legal and company standards
• Monitor and analyze information and data systems and assess their performance to learn ways of enhancing them
• Ensure digital databases and archives are protected from security breaches and data losses
• Troubleshoot data-related problems and authorize maintenance or modifications
• Provide solutions to complex problems on the integration of various technologies
• Gather, combine, and analyze business
• Ensure the portal system software application is updated with all transactions and balances are matching with the manual system documentations.
• Ensure that Backlogs of transactions in the portal system are not in place and updated.
• Making sure that report to immediate supervisor and/or CO IT focal person if any complications will be observed about the portal system application.
• Assist with reports and data extraction when needed.
• Responsible to make sure that all soft and hard documents of the warehouse transactions are ready and available upon auditors’ request, in coordination with the warehouse officer.
• Formulating management techniques for quality data collection to ensure adequacy, accuracy, and legitimacy of data
• Ensure approved response plans are in place before distribution requests are captured on the portal system, also before stocks will be received and dispatched by the SWAN Warehouse officer.
• Keep and the system produced /printed out documents for reference.
• Be responsible to hold SWAN central warehouse portal system, and ensure that the system and related data are secured at all-time in coordination with the SCI IT manager. Also, ensure that any failure or difficulties in the smooth operation of the portal system should be communicated to the SCI IT manager.
• Providing general administrative support, coordination of meetings with a variety of stakeholders
• Perform additional tasks will be given by his/her immediate supervisor as required.

Audit function

• Have up to date inventory records to ensure smooth auditing processes;
• Support in ensuring that audit recommendation (internal and external) are implemented

Staff Management

• Work closely with the consortium unit’s team to ensure that the overall central warehouse processes and the procedure are understood and adhered to.

Ensure a personal development plan is in place and implementation. Though participating in different capacity-building opportunities. 

QUALIFICATIONS AND EXPERIENCE  

• Bachelor's degree in IT, Graphics Design, Accounting, or Supplies Management with three years of related experience
• Experience in Data processing through IT software system applications, graphics design, prepared reports from the existing Web-Based System especially in warehouse portal system applications
• A good team player
• Good written and spoken English knowledge
• A commitment to children’s rights and principles of equal opportunity
• A high level of computer literacy (word, excel, web base management, warehouse system soft wares, etc) 
• Commitment to and understanding of Save the children’s aims, values, and principles
• Commitment to Save the Children values.
• KEY COMPETENCIES

Technical competencies:

• Ensures linkages across portfolio ensuring quality and coherence of MEAL systems and evidence gathering
• Manages resources and capacities to develop and maintain quality MEAL systems
• Facilitates strategic alignment of data to global priorities

Generic Competencies

• Child Rights: Promotes an enabling environment for participation, and accountability to children
• Be the Innovator: Promotes innovation to find new and better approaches to driving progress for children

Deliver Results at Scale: Promotes a clear focus on impact in a project and program design, management, and oversight

Competences:

SC Values are Accountability, Ambition, Collaboration, Creativity, and Integrity. To meet the value system the post holder is expected to demonstrate the following Competencies on an ongoing basis (this varies according to the position please consider the below as an example)

Leading: (align with Ambition, Integrity collaboration, and creativity)

• Delivering result: Takes personal responsibility and holds others to account to deliver our ambitious goals for children, continually improving our own performance or that of the team/ organization.

Thinking: (align with Ambition, Creativity, Collaboration, and Creativity)

• Applying technical and professional expertise: Applies the required technical and professional expertise to the highest standards; promotes and shares best practices within and outside the organization.

Engaging: (align with Collaboration, Creativity)

• Working effectively with others Works collaboratively to achieve shared goals and thrives on diversity of people and perspectives; knows when to lead and when to follow and how to ensure effective cross-boundary working.
• Communicating with Impact: Communicates clearly and confidently with others to engage and influence; promotes dialogue and ensures timely and appropriate messages, building confidence and trust with others. 
• We offer a competitive package in the context of the sector. 

The Organization

We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education, and child protection. We also campaign and advocate at the highest levels to realize the right of children and to ensure their voices are heard. 

We are working towards three breakthroughs in how the world treats children by 2030:

• No child dies from preventable causes before their 5th birthday
• All children learn from quality basic education and that,
• Violence against children is no longer tolerated

We know that great people make a great organization and that our employees play a crucial role in helping us achieve our ambitions for children. We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive environment where ambition, creativity, and integrity are highly valued.

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

 All employees are expected to carry out their duties in accordance with our global anti-harassment policy

How to apply

Please attach a copy of your CV and cover letter with your application, and include details of your current remuneration and salary expectations.  A copy of the full role profile can be found at the website