Reporting & Data Management Officer- Ukraine

With over 70 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.

Come join our 34,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

The escalation of conflict in Ukraine has forced more than 5 million people – mostly women and children – to flee to neighbouring countries. With the escalating crisis, the needs are growing by the hour. More than half of Ukraine’s children have either fled for safety within the country or are living as refugees.

Since the conflict started, our teams have been on the ground assessing and responding to the urgent needs of those searching for safety. We are currently scaling up our multi-country response across three countries (Moldova, Romania, and Ukraine) and are recruiting for many key positions that will make a direct impact on the lives of people who have been caught up in conflict.

Employee Contract Type:

• Local – Fixed Term Employee (Fixed Term)
• This position will be based in Ukraine

MAJOR RESPONSIBILITIES

Data Base Management

Coordinate with the project team, partners team or /and donors to receive the beneficiaries list. Review and clean the list and obtain necessary approvals before sharing. Ensure updates and complaints are received from beneficiaries, field assistant/team leader, partner teams or Monitoring Evaluation Accountability Learning (MEAL) hotline Share the updated list of beneficiaries with all stakeholders when needed. Maintain updated backups /E-archiving for all beneficiaries in different operational areas of the project Regularly check the data and compare with other sources (LAST MILE MOBILE SOLUTIONS – LMMS, etc) when needed.

Beneficiaries list

Check all beneficiary distribution lists and ensure the figures match with the shared distribution plans

Put up all beneficiates required plans for monthly distributions.

Prepare and print the beneficiaries signature list and share it with the team.

Coordination and Collaboration

Assist the Project Manager in coordinating with donors, partners, other Agencies, Local Authorities and Government stakeholders to support and facilitate the Cash & Voucher project Coordinate and cultivate relations with other World Vision colleagues/ Programs in the district, ensure proper allocation and sharing of resources. Coordinate and work closely with the Team Leader / field assistant, partners, donors, and other stakeholders to ensure effective data management.

Data Platform:

In case we will be using LMMS, or other platforms or even a financial service provider, the Data Assistant will be responsible for providing the updated and approved data/list to ensure proper and adequate resource and cash assistance. Coordinate with the Disaster Management Team (DMT) reporting team and ensure to download the monthly reviewed and approved report before the monthly deadline and following up with the project manager to approve the reports on the DGDB. Finally reviewing the global WV DMT performance report and advise accordingly. Receiving the paper vouchers, e-vouchers, cards and other equipment related to the cash and voucher distribution from donors and hand over to the partners and team using proper handover documents.

Return back the remaining and undistributed items (if any) to the donors, providers etc.

Reports preparation

Daily report: Gather information in a timely manner from the team leader to be able to prepare the daily distribution report Disaster Risk Reductions (DRR) and share it with agreed stakeholders.

Monthly reports:

Working closely with the team to prepare and submit the below reports:

MDR: Monthly Distribution Report

CTMR: Cash Transfer Monthly Report

VTSS: Voucher Transfer Summary Statement

CT-RSR: Cash Transfer Recipient Status Report

CTSS: Cash Transfer Summary Statement.

MNR: Monthly Narrative reports.

Quarterly

Working closely with the team to prepare and submit the quarterly narrative report or any other required report.

End of Project Report

Working closely with the team to prepare and submit the end of project report at the end of the project.

Close out certificate:

Preparing the project Close-out certificates after project finish and ensure all the reports are done on time and sharing the close out with Project Manager, Finance, Supporting Offices lead and DMT.

Other reports:

Providing the project management, coordinators and MEAL with figures and numbers related to their reports..

REQUIRED KNOWLEDGE, SKILLS & QUALIFICATIONS

• Creative, proven planning, teamwork and managerial skills specially that S/he will be leading the field assistant team.
• Demonstrate ability in the design and effective use of training materials
• Stays open to internal and external feedback
• Finds fulfilment in work through creativity, risk taking, initiative, and innovation, and encourages the same in colleagues.
• Ability to supervise and mentor subordinates
• Ability to work under minimum supervision
• Good knowledge and experience of community mobilization.
• Report writing skills and computer knowledge (MS in general).
• Strong communication skills Verbal and written English, Romanian, Ukrainian is a must.
• Report writing skills and computer knowledge.
• Able to use digital platforms for registration and distribution.
• Well-developed stakeholder networking skills.
• Organizational skills, flexibility and calm under pressure.
• Good team worker able to lead a team and work closely with other teams and use own initiative.
• First-hand knowledge of the area.
• At least 3 years experince.
• Bachelor’s Degree in Statistics, IT, Computer science, Social Sciences, Development Studies, Business Administration, Humanitarian sector or any other related qualification.

PREFERRED KNOWLEDGE, SKILLS & QUALIFICATIONS

• Previous work in humanitarian filed, preferable in Data management, Cash & Vouchers etc
• Knowledge of Cash & vouchers, logistics operations, specifically those that relate to registration, distributions, reporting, tracking, monitoring etc.
• Successful track record and record accuracy related to the project. great time management
• Ability to manage a wide range of work assignments and changing priorities in high pressure and demanding environment
• Strategic, creative and innovative thinking.
• Demonstrated understanding of the NGO sector, public sector planning.
• Ability to work in high tension and high security risk situations and be able to adapt to rapidly changing contexts
• Knowledge of and adherence to the Red Cross and NGO Code of Conduct and capability of incorporating standards in design, implementation and evaluation of relevant projects
• Ability to maintain performance expectations in diverse cultural contexts, psychologically stressful environments, and physical hardship conditions with limited resources
• Ability to respect and relate appropriately to people of other faiths.
• Understands work from a process point of view and uses measurement and accountability systems effectively
• Excellent time-management and prioritization.

TRAVEL AND/OR WORK ENVIRONMENT REQUIREMENT

• Up to 50% domestic travel
• Presence according to WVI P&C policy
• Fluency in Ukrainian and Russian in Addition to English

Applicant Types Accepted:

Local Applicants Only