Data Clerk

USAID Imarisha Jamii Data Clerk

Department: OVC
Reporting to: Project Manager
Workstation: Kakuma
Job Level: Entry-Level

Job Summary:

Join our team at AIC Health Ministries as a Data Clerk for the USAID Imarisha Jamii OVC Project. This role involves supporting the monitoring and evaluation team by assisting in the design, implementation, and review of project monitoring and evaluation interventions. You will play a crucial role in collecting primary data from the field, entering it into reporting systems, and addressing M&E capacity gaps. If you’re passionate about making a difference in the lives of vulnerable populations, this position is for you.

Duties and Responsibilities:

• Capacity Building: Provide training to CHVs and implementing staff on indicators, data collection tools, and reporting processes.
• M&E Activities: Organize and participate in M&E related capacity building activities targeting service providers.
• Report Compilation: Contribute to the compilation of monthly, quarterly, and annual reports for program management decision making.
• Data Management: Systematize data repository systems, ensure safe data storage, conduct data validation processes, and maintain proper filing systems.
• Data Entry and Cleaning: Enter data into the OVC database, perform data cleaning, and upload project data into relevant databases consistently.
• Progress Tracking: Monitor and track progress against targets, prepare quantitative data, and write narrative reports as required.
• Support Functions: Support OVC case management, beneficiary assessments, DQA participation, and internal documentation.
• Additional Responsibilities: Perform any other duties as assigned by the supervisor.

Qualifications, Skills & Experience:

• Education: Diploma in Information Technology, Monitoring & Evaluation, Public Health, Health Records, Computer Sciences, Statistics, or related field.
• Experience: Minimum of two years of relevant experience in Information Technology and analytical work. Experience in monitoring and evaluation preferred.
• Knowledge: Working knowledge of CPIMS or OVC Database preferred. Fluency in PEPFAR’s OVC and OVC M&E framework required.
• Skills: Excellent interpersonal and communication skills, basic understanding of databases, fast typing skills, and knowledge of office equipment.
• Attributes: Positive attitude, diplomacy, flexibility, resourcefulness, and awareness of child safeguarding practices.

Applicants should include a cover letter, detailed CV, salary history, educational certificates, and three references. Only individuals who meet the above qualifications will be considered.

How to Apply:

Send your application to: The Executive Director,
AIC Health Ministries,
BOX 40431-00100 NAIROBI

Deadline:

Applications must be received no later than 13th February 2024. Shortlisting will be done on a rolling basis. Applications are to be sent through email: recruitment@aichm.org cc info@aichm.org shortlisting will be done on a rolling basis

Expert Tips To Be A Successful Applicant for USAID Imarisha Jamii Data Clerk:

1. Tailor Your Application: Customize your cover letter and CV to highlight relevant experience and skills related to monitoring and evaluation, data management, and capacity building.
2. Showcase Technical Skills: Highlight any experience with relevant databases, such as CPIMS or OVC Database, and demonstrate proficiency in data entry and analysis.
3. Demonstrate Knowledge: Familiarize yourself with PEPFAR’s OVC and OVC M&E framework and mention specific examples of how you have applied this knowledge in previous roles.
4. Emphasize Communication Skills: Effective communication is key in this role. Provide examples of how you have effectively communicated complex information to diverse audiences.
5. Highlight Teamwork: Showcase your ability to work collaboratively in a team environment, as this role involves coordination with CHVs, technical teams, and other stakeholders.
6. Be Detail-Oriented: Attention to detail is critical in data management. Discuss how you have conducted data validation processes and ensured data accuracy in previous positions.
7. Illustrate Problem-Solving Skills: Describe situations where you identified challenges in data collection or reporting processes and implemented solutions to address them.
8. Express Passion for the Mission: Demonstrate your commitment to making a difference in the lives of vulnerable populations and your enthusiasm for contributing to the success of the USAID Imarisha Jamii project.
9. Provide Clear Examples: Use specific examples from your past experiences to illustrate how you have successfully performed duties similar to those outlined in the job description.
10. Follow Application Instructions: Ensure that you provide all required documents and information as outlined in the job posting, and submit your application before the deadline.

Sample Cover Letter for a USAID Imarisha Jamii Data Clerk

[Your Name]
[Your Address]
[City, State, Zip Code]
[Your Email Address]
[Your Phone Number]
[Date]

The Executive Director
AIC Health Ministries
BOX 40431-00100
NAIROBI

Dear Hiring Manager,

I am writing to express my interest in the USAID Imarisha Jamii Data Clerk position at AIC Health Ministries, as advertised. With a Diploma in Information Technology and over two years of experience in monitoring and evaluation, I am excited about the opportunity to contribute to your team and make a positive impact on vulnerable communities in Kakuma.

In my previous role as a Monitoring and Evaluation Assistant, I gained hands-on experience in data collection, entry, and analysis, as well as report compilation for program management decision making. I am proficient in using databases such as CPIMS and have a strong understanding of PEPFAR’s OVC framework and reporting requirements.

I am particularly drawn to this position because of my passion for improving the lives of vulnerable populations and my commitment to ensuring data accuracy and integrity. I thrive in collaborative environments and am skilled at communicating complex information effectively to diverse stakeholders.

I am impressed by AIC Health Ministries’ dedication to serving communities and its commitment to attracting and retaining a diverse workforce. I am excited about the opportunity to contribute to your mission and would welcome the chance to discuss how my skills and experiences align with the needs of the USAID Imarisha Jamii project.

Thank you for considering my application. I look forward to the possibility of contributing to your team and making a meaningful difference in the lives of those we serve.

Sincerely,
[Your Name]

Frequently Asked Questions:

1. What qualifications are required for the USAID Imarisha Jamii Data Clerk position?

To be considered for this role, applicants should have a Diploma in Information Technology, Monitoring & Evaluation, Public Health, Health Records, Computer Sciences, Statistics, or a related field. A minimum of two years of relevant experience in Information Technology and analytical work is also required, with experience in monitoring and evaluation preferred.

2. How can I demonstrate my knowledge of PEPFAR’s OVC framework and reporting requirements?

You can demonstrate your knowledge by highlighting any previous experience working with PEPFAR programs or similar initiatives, discussing specific projects where you applied PEPFAR indicators, and providing examples of how you have contributed to program reporting and data analysis.

3. What should I include in my application documents?

Applicants should include a cover letter, detailed CV detailing work history and current responsibilities, salary history, educational certificates, and three references. Ensure that your documents highlight relevant experience and skills related to the job description.

4. What is the deadline for applications?

The deadline for applications is 13th February 2024. However, shortlisting will be done on a rolling basis, so early submission is encouraged.

5. How should I format my CV and cover letter?

Your CV and cover letter should be well-organized, clearly formatted, and free of any errors. Use bullet points to list your responsibilities and achievements, and tailor your documents to highlight how your skills and experiences align with the job requirements.

6. Will only individuals who meet all qualifications be considered?

Yes, only individuals who meet the qualifications outlined in the job description will be considered for the position. Be sure to clearly demonstrate how you meet each requirement in your application.

7. What is the interview process like for this position?

The interview process may include multiple rounds of interviews, possibly including a technical assessment or presentation. Be prepared to discuss your relevant experience, skills, and how you would contribute to the success of the USAID Imarisha Jamii project.

8. Are there opportunities for career growth within AIC Health Ministries?

AIC Health Ministries is committed to investing in the professional development of its employees and providing opportunities for career advancement. Employees may have the opportunity to take on additional responsibilities and roles as they gain experience and demonstrate their abilities.

9. Is relocation assistance provided for this position?

Relocation assistance may be provided on a case-by-case basis, depending on the specific circumstances of the candidate and the needs of the organization. Applicants are encouraged to discuss any relocation needs or concerns during the interview process.

10. How can I best prepare for the responsibilities of this role?

To prepare for the responsibilities of the USAID Imarisha Jamii Data Clerk position, familiarize yourself with relevant databases and reporting systems, stay updated on PEPFAR guidelines and indicators, and practice effective communication and teamwork skills. Additionally, be proactive in seeking opportunities for professional development and learning.

Possible USAID Imarisha Jamii Data Clerk Interview Questions With Answers:

1. Question: Can you describe your experience with monitoring and evaluation in previous roles? Answer: In my previous role as a Monitoring and Evaluation Assistant, I was responsible for collecting data, conducting data analysis, and preparing reports for program management. I have experience designing data collection tools, conducting field visits to ensure data quality, and presenting findings to stakeholders.
2. Question: How do you ensure data accuracy and integrity in your work? Answer: I prioritize data accuracy by implementing rigorous data validation processes, conducting regular quality checks, and collaborating closely with field staff to address any discrepancies or errors. I understand the importance of reliable data for informed decision making and strive to maintain the highest standards of data integrity.
3. Question: Can you provide an example of a challenge you faced in a previous monitoring and evaluation project and how you addressed it? Answer: One challenge I encountered was inconsistent data collection practices among field staff. To address this, I developed comprehensive training materials and conducted training sessions to standardize data collection processes. I also implemented regular data quality assessments and provided ongoing support and feedback to ensure compliance with protocols.
4. Question: How do you prioritize tasks and manage competing deadlines in a fast-paced environment? Answer: I prioritize tasks based on their urgency and impact on project objectives. I use time management techniques such as setting deadlines, creating to-do lists, and delegating tasks when necessary. I am adaptable and flexible in my approach, and I communicate proactively with my team to ensure we meet our deadlines effectively.
5. Question: How do you approach capacity building and training for staff members with varying levels of experience? Answer: I tailor training sessions to the specific needs and learning styles of participants, using a combination of presentations, hands-on exercises, and practical examples. I encourage active participation and provide opportunities for feedback and reinforcement. I recognize the importance of ongoing support and follow-up to ensure that staff members feel confident in applying their new skills.
6. Question: Can you discuss your experience with data management systems such as CPIMS or OVC Database? Answer: In my previous role, I was responsible for maintaining and updating the CPIMS database, entering data accurately and efficiently, and generating reports for program monitoring and evaluation. I am familiar with data entry protocols, data cleaning procedures, and troubleshooting technical issues that may arise.
7. Question: How do you stay updated on best practices and trends in monitoring and evaluation? Answer: I regularly attend professional development workshops, webinars, and conferences related to monitoring and evaluation. I also participate in online forums and discussion groups to exchange ideas and learn from peers in the field. I am committed to lifelong learning and continuously seek opportunities to enhance my skills and knowledge.
8. Question: How do you ensure effective communication and collaboration with diverse stakeholders? Answer: I prioritize clear and transparent communication, actively listening to the needs and perspectives of stakeholders and fostering an inclusive and collaborative work environment. I adapt my communication style to the preferences of different individuals and use tools such as email, meetings, and progress reports to keep stakeholders informed and engaged.
9. Question: Can you describe a time when you had to adapt to unexpected changes or challenges in a project? Answer: In a previous project, we encountered unexpected delays due to logistical issues beyond our control. To address this, I worked closely with my team to reassess our timelines and priorities, communicate with stakeholders about the situation, and implement contingency plans to minimize the impact on project outcomes. I remain flexible and adaptable in the face of uncertainty, focusing on finding creative solutions to overcome obstacles and achieve our goals.
10. Question: Why are you interested in joining AIC Health Ministries and contributing to the USAID Imarisha Jamii project? Answer: I am impressed by AIC Health Ministries’ commitment to serving vulnerable communities and its dedication to promoting health and well-being. I am passionate about using my skills and experience in monitoring and evaluation to make a positive impact on the lives of those we serve. I am excited about the opportunity to contribute to the success of the USAID Imarisha Jamii project and to work collaboratively with a team of dedicated professionals who share my commitment to social justice and equity.

Best wishes on your application, and we look forward to welcoming you to our team at AIC Health Ministries! Remember, our website is committed to attracting and retaining the best employees from all races and backgrounds in our continued effort to become a better development partner. We are an equal employer and do not charge any application/recruitment fee.