HMIS (Health Management Information Systems) Officer

SOS Children’s Villages invite applications from suitably qualified and interested candidates who fulfill the eligibility criterion for the below position.

Position title

:

HMIS (Health Management Information Systems) Officer

Reporting to

:

RBM & Research Coordinator

Location

:

Baidoa, (Travels to other districts in South West State Somalia)

Position Summary

The Health Management information system Officer will be responsible in gathering, analyzing health information. S/he will be a contact person for all health- related program data information and reporting. S/he will represent SOS Children’s Villages in internal and external health coordination program review meetings, forums and technical working groups at the district level.

The HMIS Officer is charged with ensuring that all hospital data is collected and stored in an orderly manner for easy retrieval by the relevant teams for decision making. The role holder will Support routine data collection and entry of health data into the program database. S/he will work with the HMIS assistant and doctor to ensure data from SOS supported health facilities are reported in the donor indicator tracking table, Statistical Key Figures (program database 2), report hub, HERAMS and DHIS2. The job Holder will also lead on conducting data quality audits at the health facilities and ensure corrective actions are in place to correct variances and support the health facilities in the preparation of monitor charts, morbidity tends and ensure they are up to date and displayed on the walls.

The incumbent will lead and support the SOS supported health and nutrition projects in weekly reporting of malaria, other priority disease outbreaks and events in the context of Integrated Disease Surveillance and Response (IDSR) through the EWARNS and DHIS2

platform and capacity building for health facility providers and data clerks in compliance with IHR (2005).

The objective is to enhance the ability of all levels of the health system to detect and respond to diseases and hazards that cause high levels of death, illness and disability at SOS Children’s Village supported districts hospitals in Baidoa, Berdale, Buurhakaba, Qansaxdheere and Hudur district by providing timely and reliable data for reporting and decision making. This will subsequently lead to the reduction of the health consequences of serious public health emergencies.

 JOB RESPONSIBILITIES:

1. Data Gathering, Coordination and Analysis.

• To ensure all data statistics are collected from the different sections of the hospital on a daily basis.

• Checking all registrations carried out by the different sections of the hospital to ensure data recording is done regularly as laid down in the new health information systems.

• Develop appropriate training plans for building the core surveillance, alert and response capacities at health facility and county health level in accordance with the requirement for IHR 2005; provide trainings and support supervisions to county and Health facility level staff.

• Ensure that data received from health facilities are compiled in the DHIS2 and EWARNS and then analyzed and distributed to the country health department.

• Conduct facility data collection of all service reports in collaboration with the at MEAL Officer based in South West State program location.

• Conduct data validation and audits to all health facilities in coordination and collaboration with M&E officer at the program location.

• Facilitate weekly collection of IDSR reports from health facilities and timely submission in the EWARNS system

• Ensure timely reporting of all service delivery reports in DHIS2 system.

• Facilitate and prepare reporting rate summaries and trends for key indicators tracked in health for use during data review meetings with the project coordinators, MEAL and health facility staff

• Ensure that data for key indicators is analyzed, prepared on visible charts, pasted on facility walls and updated on monthly basis

• Support in monthly, quarterly, bi-annual and annual report writing process with updated data captured on key performance indicators

• Conduct field investigation, provide technical support for vulnerability assessment, risk mapping and development of preparedness/contingency plan at county level.

• Receive, review and archive in a computerized system on a monthly basis the DHIS2 from all the health facilities supported by SOS Children’s Village and ensure that data is kept secure including having data backups;

• Ensure timely provision of DHIS2 forms/summary forms to supported health facilities.

• Oversee DHIS-related files, records and documents.

• Analyze DHIS2 reported data on key performance areas and generating reports.

1. Data Storage Management

• To ensure all the data statistics collected are computerized daily and made available as and when required.

• Maintaining proper records of all the admission cards collected from the different sections of the hospital for future reference.

• To ensure all hospital data statistics filing systems are properly maintained and easily made available when requested.

• Support the Health & Nutrition project Coordinators/Officers, Doctor in charges hospital admins in setting up a storage system for all submitted weekly and monthly reports from health facilities through use of arch lever files

• Maintain a strong monitoring and data collection system that ensures accurate data capture, collation and report generation for program staff to improve their analytical capacities and contribute data to the MEAL system.

• Maintain internal project database and prepare analytical reports on a monthly basis share them with the project Managers/technical advisers for review and corrective action.

• Facilitate the health facility level quarterly and monthly surveillance review meetings including the tracking of the surveillance performance indicators.

1. Health Data Reporting

• To ensure all the data statistics collected are computerized daily and made available as and when required.

• To ensure all hospital data statistics filing systems are properly maintained and easily made available when requested.

• Ensure timely and accurate reporting by health facilities and implementing partners using DHIS2 and EWARNS platforms.

• Generate statistical reports as needed to support production of narrative reports for internal decision making, communication with stakeholders and partners.

• Produce monthly achievement of health facilities against targets to measure performance and share with field health programme Manager and the MEAL Officer.

• Play an integral role in data analysis, and contribute to the writing and reviewing donor and internal reports

• Maintain quality, accessibility and functionality of DHIS2.

1. Health Data Quality Assurance

• Checking all registrations carried out by the different sections of the hospital to ensure data recording is done regularly as laid down in the new health information systems.

• Capacity building:
• To ensure up-to-date collection of new health information systems is always being introduced, and any data improvements should be recorded.
• In collaboration with the MEAL team, contribute to the development of an internal data quality improvement plan for health facilities in Baidoa, Berdale, Buurhakaba, Qansaxdheere and Hudur districts.
• In collaboration with the Health and Nutrition Program Manager, develop modules and

train program staff   on data collection tools for their respective project needs.

• Assess the needs for data collection strengthening in line with the requirements of the different donors and other stake holders including MOH.

• Collaborate with project coordinators, health officers in conducting quality benchmark monitoring in health facilities

• Conduct real-time analysis of outbreak intelligence data on infectious diseases, with other team members, for epidemic forecasting and detection, guide state ministry of health and county on data quality improvement, use of data for monitoring of trends, ALERT and ACTION thresholds (triggers), as well as methodologies for performing Data Quality Audit (DQA) at county and health facility level.

1. Capacity building

• Provide guidance and support to districts level IDSR officers, in the development and implementation of strategies and programmes related to the epidemiological needs for priority diseases, conditions and events under the Integrated Disease Surveillance and Response (IDSR)
• Provide and/or oversee DHIS training to Project Coordinators/Officers, health facilities data clerks, supervisors and HMIS assistants’ data collection officers Baidoa, Berdale,

Buurhakaba, Qansaxdheere and Hudur districts.

• Assess and coordinate staff development activities for DHIS2 as assigned

1. Reporting responsibilities:

• Monthly DHIS2 reporting for Health & nutrition projects operating in Baidoa, Berdale, Buurhakaba, Qansaxdheere and Hudur districts.

• Monthly field visits monitoring and activity reports.
• Monthly Data quality assurance reports and DQA improvement action plans for health and nutrition projects operating in Baidoa, Berdale, Buurhakaba, Qansaxdheere and Hudur districts.
• Monthly ITT and SKF reports for health and nutrition projects operating in Baidoa, Berdale, Buurhakaba, Qansaxdheere and Hudur districts.

Child Safeguarding Policy:

SOS Children’s Villages Somalia holds strict child safeguarding principles and a zero-tolerance policy for conducts of sexual harassment, exploitation and abuse in the workplace and other places where the organization’s activities are rendered. Parallel to technical competence, recruitment, selection and hiring decisions will give due emphasize to assessing candidates value congruence and thorough background checks, police clearance reference check processes. SOS Children’s Villages organization is committed to safeguarding the rights of the children and therefore, is expected that every individual who joins with SOS Children’s Villages Somalia understand his/her responsibility in protecting and keeping children always safe.

The desirable candidate must have;

• Bachelor’s degree in Health, Public Health, Statistics, Health management information systems, Nursing or equivalent.
• 3-4 years’ demonstrated experience in a similar role, supporting and managing health, nutrition, and integrated projects in Somalia.
• 2-3 years of experience in information management and use of DHIS2 and EWARNS
• Demonstrated competency in staff capacity building, preferably in health informatics, disease surveillance, DHIS2, EWARNS, and other related topics.
• Experience in authoring and working with digital data collection platforms like ONA, ODK, Google forms, Google data studio, Excel online.
• Demonstrated knowledge in data analysis using tools like Excel, SPSS, PowerBI, or Tableau.
• Able to identify patterns and trends in complex data sets, and present insights in a clear and concise manner.
• Skilled in conducting Health information system (HIS) and data quality assessments (DQA) and a solid understanding of surveillance and health and nutrition information systems in Somalia.
• Experience of working with local partners and building capacity
• Willingness and capacity to be flexible and accommodating when faced with difficult and frustrating working conditions
• Ability and willingness to frequently travel at the health facilities and examine data collected
• Skilled in developing and implementing data management and analysis plans, including data collection, cleaning, and reporting.
• Demonstrated ability to maintain data accuracy and integrity, and ensure compliance with data privacy and security regulations.
• Proficiency in data management systems and reporting platforms.

Skills and Abilities

• Analytical skills; Skilled in conducting data analysis and identifying patterns and trends in complex data sets.
• Data analysis and management skills: knowledge in data analysis using tools like Excel, SPSS, PowerBI, or Tableau, and skilled in developing and implementing data
• Capacity building; competency in staff capacity building, preferably in health informatics, disease surveillance, DHIS2, EWARNS, and other related topics.
• Flexibility and adaptability: Willingness and capacity to be flexible and accommodating when faced with difficult and frustrating working conditions. Ability and willingness to frequently travel at the health facilities and examine data collected.
• Attention to detail: data accuracy and integrity, and ensure compliance with data privacy and security regulations.
• Good communication skills; effectively communicate data insights to different stakeholders. Generate clear and concise reports that summarize key indicators and trends in an easily understandable format.

Interested applicants should send their applications with a CV and scanned copies of your academic and professional certificates indicating telephone numbers and three referees to: this email [email protected] Indicating a with the subject line of the position.

Closing date is. 10th August 2023

Competent Female candidates are encouraged to apply.

Only short-listed candidates will be contacted.

This job description outlines only the general scope of activity and the basic tasks and responsibilities associated with this position. It is updated annually in the course of performance appraisal. It may be supplemented with a more detailed definition of tasks, responsibilities and involvement in processes.