Emergency Operation Information and Administration Officer

****Background:****

The CI Secretariat is an international foundation, registered under Swiss law, and governed by the CARE International Board of Directors. Under the leadership of the CI Secretary General, it coordinates and supports the work of the 13 CARE national Members which work in more than 80 countries around the world. The Operations Unit, part of the CARE Emergency Group (CEG), is responsible for coordinating, supporting and guiding CARE’s emergency response operations globally. The Operations team together with the Humanitarian Director work closely with country offices, CARE International members and partners to support all aspects of emergency start up, response, and oversight and also contribute to the strengthening of emergency preparedness and response capacities.

****Job Summary:****

The Operation Information and Administration Officer is responsible for supporting all aspects of the data and information management across CEG and for specifically supporting the Operation team by providing contract management support to the CI Emergency Response Funds.

****Specific Tasks but not limited to:****

Information management support to the CARE Emergency Group (CEG) in order to produce reports and analysis on operationally relevant themes:(55%)

• Collect and perform all data entry to measure impacts, timeliness and quality of CARE ‘s emergency and humanitarian works
• Maintain the data files accurately and verify and correct data as needed
• Contact authors of source documents to address data inconsistencies and to gather missing data
• Improve and adapt the data collecting and tracking systems according to the evolving information needs
• Develop and maintain central virtual database for all emergency related data and information (emergency response data, staff deployments, CI ERF, Training, Emergency Preparedness, After Action Reviews, RARs etc.)
• Ensure a coherent data coding and recording mechanisms for rapid access to the data
• Maintain the CI Emergency Response Fund data tracker and dashboard
• Maintain and improve the structure and the use of virtual repositories anddevelop a user guide
• Ensure that folders and files in the central repository use a consistent naming convention
• Ensure that the data naming standards are respected and perform consistent data definitions to improve overall data quality
• Identify the information gaps and propose solution to address them
• Support the analysis and visualisation of the data in order the inform decision making process
• Be the focal point for any enquiries related to emergency information and develop virtual user access and user guide notes
• Maintain all mailing lists (OPS) including creating new ones and update existing ones as needed
• Ensure the stock management of emergency related manuals, brochures etc...

Contract Management and Program Support tasks (20%)

• Contract management of all CI Emergency Response Fund allocations
• Support the review of proposals, budgets and GAP (Gender Action Plan), Gender Marker
• Preparation of the draft IPIAs and ensure the follow-up and signature of the IPIA by both parties
• Subsequent follow up with CO’s to ensure reports are followed up and submitted on a timely manner
• Review narrative and financial reports to ensure compliance of the use of the fund for the appropriate purpose as well as the appropriate charging against budgets.
• Prepare reports for completion of the grants and communicate to Finance signed copy of the grant closure and arrangements for refund.
• Communicate the invoice to the CO and ensure follow-up of refund reception in the ERF account
• Ensure that all documents are in place for each ERF allocation (proposals, approval documents, IPIA, important correspondences, final report, GAP, Gender Marker …)

Any other relevant tasks including note taking, backstopping as needed and as requested by supervisor (5%)

****Decision making authority****

The Emergency Operations Information and Administration Officer reports directly to the Operations and Information Coordinator.

****Key Contacts:****

• All CEG staff
• Country offices IM focal points
• PIIRS
• Knowledge Minerva team in CARE Canada

****Working conditions****

The position is based in Geneva. A small amount of travel might be required. The small size of the Secretariat team requires an amount of flexibility. Although the position is reporting directly to the Operations and Information Co-ordinator, a certain capability of working independently is required.

****Required qualifications & experience****

• At least 2 years relevant experience ideally in an NGO.
• Data management skills and information visualization are required with a strong / extensive knowledge in excel or other database software and some GIS capacities
• Strong numeracy and attention to detail.
• Knowledge of Livelink (Minerva) is an asset.
• Strong IT skills (Including Access and Excel)

Required skills & competencies

• Good spoken English and French, Spanish is a plus
• Good written English
• Team working
• Adaptability
• Good interpersonal skills

HOW TO APPLY:

How to Apply:

Interested and qualified candidates should submit their CVs and a covering letter tocirecruitment@careinternational.org by October 18th, 2015. Only short-listed candidates will be contacted.

Please note that only applicants with valid Swiss work permit will be considered.

More Information on CARE International is available at www.care-international.org.