Terms of Reference
 
Division:              Programs.
Location:             Aden.
Reports to:         Project Manager.

Organization & Background:
YFCA is a leading, Humanitarian, non-Governmental, non-Profit, non-denominational and impartial Organization established in 1976 to improve woman and child health.  Dramatic changes in YFCA mandate were introduced gradually to accommodate the emerging needs of women, children, youth and vulnerable groups.  From that Health perspective, YFCA programs incorporate wider thematic interventions including WASH, Shelter, and Nutrition, Food Security, Agriculture and Livelihood, Education, Early Recovery and Protection. To pursue its unchanging humanitarian mission, YFCA will thoughtfully continue its expansion process to respond to the ever-changing needs of affected communities and vulnerable groups.

Role Purpose:
The role of the Data Entry Clerk within YFCA is crucial in ensuring that all data collected by project teams is accurately entered into the appropriate database, analyzed, and securely protected. The Data Entry Clerk will be responsible for maintaining up-to-date and precise information related to projects, locations, surveys, indicators, and all project participants. This role entails managing multiple project activities and handling various databases simultaneously. The Data Entry Clerk is a valued member of our team, entrusted with the task of entering or updating data into computer system databases. This may involve transcribing information from paper documents using a keyboard, optical scanner, or data recorder. Additionally, the Data Entry Clerk plays a vital role in maintaining the integrity of the database by entering new and updated beneficiaries and projects information.

Key Responsibilities:

• Assist in designing, developing data collection tools that fits project interventions.
• Accurately enter and update data collected by project teams into the appropriate databases.
• Maintain and ensure the integrity and security of data by adhering to established data entry protocols and procedures.
• Provide feedback on potential issues or challenges during data collection and resolve data discrepancies, inconsistences, or other data related issues promptly.
• Conduct regular quality checks to verify the data quality ant to identify the potential errors and inconsistences of entered data.
• Organize and maintain a systematic filing system for paper documents that need to be entered into the database.
• Create and maintain proper indexes for efficient data retrieval and ensure data is organized and easily accessible.
• Report any significant errors, inconsistencies, or concerns about data quality to supervisors.
• Provide technical support and guidance to project teams on data entry processes and best practices.
• Generate reports and summaries based on entered data as required by project teams or management.
• Ensure timely and efficient data entry to meet project deadlines and reporting requirements.
• Maintain up-to-date and accurate information on projects, locations, surveys, indicators, and project participants.
• Creating data backups as part of a contingency plan.
• Responding to information requests and provide basic data analysis and findings on a weekly and monthly basis to authorized staff.
• Handle simultaneous management of multiple databases, ensuring data consistency and synchronization.
• Follow data protection and confidentiality guidelines when handling sensitive information.
• Provide timely feedback to Information Management Officer regarding data quality and issues in monthly reports.
• Assist in data analysis and interpretation, as needed, to support project evaluations and reporting.
• Document any changes made to the data for audit purposes.
• Perform any other related tasks as required.

Responsibilities for FSL:

• Accurately enter and update data related to FSL activities, such as beneficiary registration, distribution records, livelihood assessments, and income generation projects.
• Prepare all finalized beneficiaries distribution list and participate in the process of distribution.
• Prepare all beneficiaries lists and vouchers data and prepare vouchers for printing.
• Collect and finalize the list of beneficiaries for both conditional and unconditional CASH and ensure all data are accurate and complete.
• Participate in field assessments, surveys including need assessments, baselines, end lines, and PDMs.
• Collaborate with FSL teams to gather necessary information and resolve data discrepancies or issues related to program activities.
• Upload the entered data to the appropriate platforms.
• Generate reports and summaries based on entered FSL data, such as beneficiary lists, distribution reports, and livelihood impact assessments.
• Maintain up-to-date and accurate information on FSL projects, locations, surveys, and program participants.

Qualifications, Experience and Skills:

• BA or Diploma in Information Technology (IT) or any other related field.
• At least 2 years of relevant professional experience in a similar setting and capacity.
• Advanced understanding of Excel databases and data entry and ability to design Excel/Access databases.
• Excellent computer skills, with strong typing skills in English and Arabic and knowledge of MS Word.
• Strong attention to detail and high level of accuracy in data management.
• Ability to analyze and understand data, organizing into visual representations - diagrams/charts.
• Previous experience with assessments, surveys, and evaluations preferred.
• Good conceptual understanding of gender, accountability, safeguarding, and human rights
• Ability to write reports and situational briefings in English
• Ability to spend extended periods of time in field conditions.
• High-level proficiency Arabic/English (Speaking – Reading – Writing).
• Excellent communication, coordination, and reporting capacity.
• Have the analytical, conceptual, and thinking skills.
• Proven ability to lead and work effectively with others to achieve results.
• Strong interpersonal skills: ability to operate under pressure.
• Organizational and time management skills.
• Dynamic and creative.
• Ability to manage stress, multi-task, and take decisions.
• The ability to work independently using own initiative to solve problems (focusing on solutions).
• A team player and willing to shoulder additional responsibilities.
• Working effectively with stakeholders to achieve common goals

Safeguarding:

• Read, understand, and adhere to the organization’s Safeguarding Policy, sign the organization’s Code of Conduct, and strive to promote a zero-tolerance approach to discrimination, harassment, and abuse in all working environments.
• Report any concerns about the well-being of a child or vulnerable person and report any concerns about the behaviour of the organization’s representative in relation to safeguarding.

 
HOW TO APPLY:
Interested candidates are invited to submit their updated CVs to hr@yfca.org, by 18 Dec 2023 at the latest, mentioning the job title in the subject line. Emails without such indication will not be considered.
 
Only shortlisted candidates will be contacted.