Position Purpose
The CPIMS/Database Officer will be responsible for the effective establishment, management, maintenance, and quality assurance of child protection information management systems and databases.
The position holder will support the collection, entry, validation, analysis, storage, and reporting of child protection data in accordance with approved procedures, data protection principles, confidentiality requirements, and relevant CPIMS+/child protection information management standards.
The officer will work closely with the Child Protection officers, Case Management Officers, MEAL/IM teams, Project Manager, and other relevant staff to ensure that child protection data is accurate, complete, timely, secure, and used appropriately for program planning, quality improvement, monitoring, and reporting.
The training of the facilitators and capacity building of the relevant project staff.
The position requires a high level of attention to detail and strict adherence to confidentiality, data protection, informed consent, need-to-know principles, and the best interests of the child.
3. Key Responsibilities and Duties
A. CPIMS and Database Management
- Establish, maintain, and regularly update child protection databases and information management systems in accordance with project and organizational requirements.
- Support the implementation and effective use of CPIMS+ or other approved child protection information management systems.
- Maintain accurate records of child protection cases, services, referrals, follow-ups, and case outcomes, as authorized.
- Ensure that database structures, forms, fields, coding systems, and data-entry procedures are properly maintained.
· The training of the facilitators and capacity building of the relevant project staff.
- Conduct regular database cleaning, updating, and quality checks.
- Ensure that duplicate, incomplete, inconsistent, or erroneous records are identified and corrected through appropriate procedures.
- Maintain appropriate database backups and support secure data storage.
- Provide technical support to case management staff on approved data collection and information management tools.
- Support the development and maintenance of data collection forms, trackers, templates, and reporting tools.
B. Data Entry, Cleaning and Quality Assurance
- Enter data accurately and in a timely manner into approved databases and information management systems.
- Conduct regular data quality checks to identify missing, inconsistent, duplicate, or inaccurate information.
- Verify data against source documents and approved reporting tools where appropriate.
- Maintain data-quality control procedures and document corrections.
- Conduct routine data validation and reconciliation between different project records and reporting tools.
- Generate data-quality reports and communicate identified issues to relevant supervisors.
- Follow up with relevant staff to resolve data-quality concerns.
- Ensure that all data is recorded using standardized definitions, indicators, coding systems, and formats.
C. Child Protection Case Management Information Management
- Support case management teams in the accurate documentation and management of case-related information.
- Ensure that case information is entered and maintained only through authorized systems and procedures.
- Support case management staff in using appropriate data collection and case management tools.
- Monitor completeness of case records, including registration, assessment, case planning, referrals, follow-up, and closure information.
- Support the tracking of referrals and case outcomes where appropriate and authorized.
- Generate anonymized and aggregated case management statistics for internal reporting.
- Ensure that personally identifiable information is not included in routine program reports unless specifically authorized and necessary.
- Support the Child Protection Manager in identifying trends, gaps, and data-quality issues in case management programming.
D. Confidentiality and Data Protection
- Maintain strict confidentiality of all child protection and case management information.
- Ensure that sensitive information is accessible only to authorized personnel on a need-to-know basis.
- Apply appropriate data protection and information-sharing procedures at all times.
- Ensure that personally identifiable information is not shared through unauthorized communication channels.
- Follow organizational procedures for the secure storage, transfer, retention, and disposal of sensitive information.
- Immediately report suspected data breaches, unauthorized access, loss of information, or other data protection concerns to the appropriate supervisor.
- Ensure that data collection and management practices respect the best interests of the child, confidentiality, dignity, and safety.
- Ensure that informed consent and assent requirements are respected in accordance with approved child protection procedures.
E. Data Analysis and Reporting
- Prepare regular and ad hoc data summaries, tables, charts, and reports as required.
- Generate accurate quantitative information for project monitoring and reporting.
- Support the preparation of donor, cluster, project, and internal reports using verified and aggregated data.
- Analyze available data to identify trends, patterns, gaps, and emerging child protection concerns.
- Provide relevant data and analysis to support program planning and evidence-based decision-making.
- Prepare dashboards and data visualization products where required.
- Ensure consistency between database figures, project reports, monitoring tools, and supporting documentation.
- Support the Child Protection and MEAL teams in tracking key project indicators and targets.
F. Information Management Products
- Develop and maintain appropriate information management tools, including:
- Case tracking databases
- Referral trackers
- Service mapping databases
- Indicator tracking sheets
- Data-quality checklists
- Monthly reporting templates
- Dashboards
- Data summaries
- Statistical reports
- Support the preparation of anonymized and aggregated information products for management and program teams.
- Ensure that all information products comply with confidentiality and data protection requirements.
- Support the development of visualizations and presentations that communicate program data clearly and accurately.
G. Coordination and Technical Support
- Work closely with the Child Protection Manager, Project Manager, Case Management Officers, MEAL/IM staff, and other relevant colleagues.
- Provide technical support and guidance to project staff on approved data collection and database procedures.
- Participate in relevant CPIMS, Child Protection, Information Management, MEAL, and coordination meetings as required.
- Support coordination with relevant Child Protection Cluster/Area of Responsibility information management mechanisms where applicable and authorized.
- Support the alignment of project information management systems with relevant humanitarian standards and reporting requirements.
- Communicate data-quality and information management challenges to the supervisor in a timely manner.
H. Monitoring and Accountability
- Support the MEAL team and program staff in monitoring progress against project indicators.
- Ensure that reported figures are supported by reliable source data.
- Support data verification and internal quality-control exercises.
- Contribute to data-related components of assessments, surveys, post-distribution monitoring, and other monitoring activities where relevant.
- Support the documentation and tracking of beneficiary feedback and complaints where required, while maintaining confidentiality.
- Ensure that data is used responsibly to strengthen program quality and accountability to affected populations.
I. Capacity Building
- Provide orientation and practical support to case management and project staff on data collection and database procedures.
- Support staff in understanding data-quality standards and reporting requirements.
- Conduct refresher sessions on database use, data entry, data protection, and confidentiality when required.
- Identify staff capacity gaps related to information management and communicate them to the supervisor.
- Participate in relevant CPIMS, data protection, information management, and child protection trainings.
J. Safeguarding, PSEA and Child Protection
- Comply with OAWCK's Code of Conduct, Child Safeguarding Policy, PSEA policy, Data Protection Policy, confidentiality requirements, and other relevant organizational policies.
- Ensure that child protection data is managed in a manner that does not expose children or their families to additional risks.
- Immediately report suspected safeguarding, exploitation, abuse, or serious protection concerns through established organizational reporting mechanisms.
- Never use child protection information for personal benefit or any unauthorized purpose.
- Maintain professional boundaries and ensure that all interactions with children, caregivers, colleagues, and community members are respectful and appropriate.
4. Key Deliverables
The CPIMS/Database Officer will be expected to deliver:
- Accurate and regularly updated CPIMS/database records.
- Timely and reliable data entry and data cleaning.
- Regular data-quality checks and documented corrective actions.
- Accurate and timely monthly and periodic data reports.
- Updated case management and referral tracking information.
- Functional and secure information management tools.
- Regular anonymized and aggregated data summaries and dashboards, as required.
- Timely technical support to case management and project staff.
- Properly maintained data backups and secure records.
- Compliance with data protection, confidentiality, safeguarding, and CPIMS requirements.
