HMIS Assistant

Summary of Responsibilities:

The HMIS Assistant will work under the direct supervision of the SRH Project Officer and will be responsible for supporting health information management, monitoring, evaluation, accountability, learning, and reporting activities for the UNFPA-funded Sexual and Reproductive Health (SRH) project in Puntland and North-East States. s/he will ensure accurate and timely collection, verification, analysis, reporting, and management of project data while supporting quality assurance, accountability to affected populations, and evidence-based decision-making. The HMIS Assistant will work closely with health facility staff, outreach teams, the Ministry of Health, and IRC program and MEAL teams to strengthen data quality, reporting systems, and community feedback mechanisms.

Major duties and responsibilities:

Health Information Management and Reporting

• Support collection, compilation, verification, and management of SRH project data from supported health facilities and outreach teams.
• Ensure timely submission of weekly, monthly, quarterly, and donor reports in accordance with IRC and UNFPA reporting requirements.
• Review facility reports for completeness, consistency, and accuracy before submission.
• 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 to support program management and decision-making.
• Support reporting into DHIS2 and other approved health information management systems where applicable.

Monitoring, Evaluation, Accountability and Learning (MEAL)

• Support implementation of the project monitoring plan and performance indicator tracking systems.
• Assist in conducting routine monitoring visits to health facilities and outreach sites to verify reported data.
• 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 to address identified gaps.
• Support documentation of lessons learned, best practices, success stories, and case studies.
• Support beneficiary verification exercises and monitoring activities to improve accountability and data accuracy.
• Work closely with program and MEAL teams to strengthen monitoring systems and promote data use for decision-making.
• Assist in post-distribution monitoring (PDM), client satisfaction surveys, and other accountability-related assessments.

Community Feedback, Accountability and Client Responsiveness

• Support implementation and maintenance of IRC's Community Feedback and Response Mechanism (CFRM) across all project-supported facilities and outreach sites.
• Ensure beneficiaries are informed about available feedback and complaint channels and their right to provide feedback on project services.
• Collect, document, record, and track feedback, complaints, concerns, and suggestions from beneficiaries and community members.
• Maintain accountability databases and feedback trackers to ensure timely follow-up and closure of cases.
• Monitor the functionality and accessibility of all feedback channels, including help desks, feedback boxes, hotlines, and community consultations.
• Support analysis of feedback trends and share findings with program teams to enhance service quality and accountability.
• Participate in regular feedback review meetings and support implementation of corrective actions.
• Assist in organizing community engagement and accountability sessions to improve participation and transparency.
• Ensure confidentiality and appropriate handling of sensitive complaints in line with IRC safeguarding and accountability standards.
• Prepare periodic accountability reports highlighting feedback trends, response rates, actions taken, and lessons learned.
• Work closely with MEAL and program teams to strengthen accountability to affected populations (AAP) and client responsiveness.

Data Quality Assurance

• 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 at all supported facilities.
• Develop and maintain data quality improvement plans in collaboration with project teams and health facility staff.
• Support regular data audits and validation exercises.

Capacity Building and Technical Support.

• 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 at facility and project levels.
• Support implementation of Ministry of Health HMIS guidelines and reporting standards.
• Assist facility teams in improving reporting accuracy and documentation practices.

Coordination and Communication

• Work closely with Ministry of Health HMIS personnel, facility staff, SRH project teams, and MEAL staff to strengthen data systems.
• 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 with government and partner organizations as required.

Other Duties

• Support project assessments, surveys, evaluations, and emergency response activities as required.
• 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.

Qualifications, Experience and Attributes

• 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.
• 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.
• Fluency in English required both oral and written
•  Good knowledge of computer management and applications. 
• Proven analytical, communication/ negotiation skills and ability to think strategically.
   

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