Overview
The HMIS Assistant will support health information management, monitoring, evaluation, accountability, learning, and reporting activities for a Sexual and Reproductive Health project.
Key Responsibilities
- Support collection, compilation, verification, and management of SRH project data.
- Ensure timely submission of weekly, monthly, quarterly, and donor reports.
- Review facility reports for completeness, consistency, and accuracy.
- Maintain and update project databases and electronic health information systems.
- Support data entry, cleaning, validation, analysis, and interpretation of project data.
- Ensure proper documentation, filing, and archiving of reporting tools, registers, and project records.
- Assist health facility staff in maintaining accurate patient records and reporting tools.
- Monitor data flow from health facilities to project and regional levels and address reporting gaps.
- Ensure confidentiality and secure management of health information and patient records.
- Generate routine data summaries, dashboards, indicator tracking sheets, and performance reports.
- Support reporting into DHIS2 and other approved health information management systems.
- Support implementation of the project monitoring plan and performance indicator tracking systems.
- Assist in conducting routine monitoring visits to health facilities and outreach sites.
- Conduct regular data quality assessments (DQA) and provide feedback to facility staff.
- Track project indicators and regularly monitor progress against targets.
- Support baseline assessments, surveys, evaluations, operational research, and monitoring exercises.
- Assist in collecting, compiling, and analyzing quantitative and qualitative data for project monitoring purposes.
- Support preparation of monthly, quarterly, annual, and donor reports.
- Participate in data review meetings and support action planning.
- Support documentation of lessons learned, best practices, success stories, and case studies.
- Support beneficiary verification exercises and monitoring activities.
- Work closely with program and MEAL teams to strengthen monitoring systems and promote data use.
- Assist in post-distribution monitoring (PDM), client satisfaction surveys, and other accountability-related assessments.
- Support implementation and maintenance of IRC's Community Feedback and Response Mechanism (CFRM).
- Ensure beneficiaries are informed about available feedback and complaint channels.
- Collect, document, record, and track feedback, complaints, concerns, and suggestions.
- Maintain accountability databases and feedback trackers.
- Monitor the functionality and accessibility of all feedback channels.
- Support analysis of feedback trends and share findings with program teams.
- Participate in regular feedback review meetings and support implementation of corrective actions.
- Assist in organizing community engagement and accountability sessions.
- Ensure confidentiality and appropriate handling of sensitive complaints.
- Prepare periodic accountability reports.
- Work closely with MEAL and program teams to strengthen accountability to affected populations (AAP) and client responsiveness.
- Ensure consistency between source documents, patient registers, tally sheets, and summary reports.
- Conduct routine data verification exercises at facility and community levels.
- Identify data discrepancies and support corrective action planning.
- Monitor reporting timeliness, completeness, and accuracy.
- Develop and maintain data quality improvement plans.
- Support regular data audits and validation exercises.
- Train and mentor health facility staff on HMIS tools, reporting procedures, and data quality standards.
- Provide on-the-job support and coaching to health workers on data collection and reporting requirements.
- Support orientation of newly recruited staff on HMIS tools and reporting systems.
- Promote data utilization and evidence-based decision-making.
- Support implementation of Ministry of Health HMIS guidelines and reporting standards.
- Assist facility teams in improving reporting accuracy and documentation practices.
- Work closely with Ministry of Health HMIS personnel, facility staff, SRH project teams, and MEAL staff.
- Participate in coordination meetings, review meetings, and data validation exercises.
- Support information sharing between project teams, facilities, and relevant stakeholders.
- Contribute to donor information requests and reporting requirements.
- Participate in joint supervision and monitoring visits.
- Support project assessments, surveys, evaluations, and emergency response activities.
- Ensure compliance with IRC policies, donor requirements, safeguarding standards, and data protection principles.
- Promote adherence to IRC's Code of Conduct and safeguarding policies.
- Perform any other duties assigned by the SRH Project Officer or Senior Health and Nutrition Officer.
Required Experience
Minimum of two (2) years of relevant experience in Health Information Management Systems (HMIS), Monitoring and Evaluation, or health data management. Experience working within health, SRH, maternal health, or donor-funded health programs is highly desirable. Experience using DHIS2, Kobo Toolbox, CommCare, ODK, Excel, or other data management systems. Experience supporting routine monitoring, reporting, accountability, and data quality assurance activities. Experience supporting Community Feedback and Response Mechanisms (CFRM) or Accountability to Affected Populations (AAP) is an added advantage.
Qualifications
University degree in Public Health, Health Information Management, or a related field. Additional training in DHIS2, Monitoring and Evaluation, Data Management, HMIS, or Public Health Information Systems is an added advantage.
