Job Description

JD for HMIS Manager

Title

Health Management Information System (HMIS) Officer  

Job Grade:

Band 5

Department:

PHC

Location

Coordination office

Reports To:

PHC Manager

Direct Reports:

None

POST TYPE:

National

Budget Responsibilities:

N/A

ROLE PURPOSE:  The Health Management information system (HMIS) officer will be responsible in gathering, and analyzing health information. S/he will be a contact person for all health, Nutrition, and related program information. S/he will represent SRCS in different relevant meetings.

The incumbent will lead and support the PHC in weekly reporting of AWDs and measles, other priority disease outbreaks and events in the context of Integrated Disease Surveillance and Response (IDSR) through the EWARNS, CBS, and DHIS2 platform and capacity building for health facility providers and data clerks in compliance with national and SRCS standards
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 county level by providing timely and reliable data for taking action.

KEY AREAS OF ACCOUNTABILITY:

JOB DESCRIPTION:

Data Gathering, Coordination, and Analysis.

• Develop appropriate training plans for building the core surveillance, alert, and response capacities at the health facility and county health level in accordance with the requirement for providing training and support supervision to Health facility level staff. 
• Ensure that data received from health facilities are compiled in the DHIS2, CBS, and EWARNS completely and timely, and then analyzed and distributed to the relevant health departments.
• Conduct facility data collection of all service reports in collaboration with the Field Health officers
• Conduct data cleaning, validation, and audits of all health facilities in coordination and collaboration with Field Health officers and other health team
• Facilitate weekly collection of IDSR reports from health facilities and timely submission in the EWARNS system/DHIS2 platform
• Ensure timely reporting of all service delivery reports in the 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 managers and health facility staff
• Ensure that data for key indicators is analyzed, prepared on visible charts, posted on facility walls, and updated on a monthly basis
• Support in weekly, monthly, quarterly, and annual report writing process with updated data captured on key performance indicators.
• Compile bi-weekly referral database and payment forms and upload them into drop box timely
• Compile weekly OTP & TSFP reports and upload them into Dropbox timely
• Conduct field investigation, provide technical support for vulnerability assessment, risk mapping, and development of preparedness/contingency plan at the county level. 
• Receive, review, and archive in a computerized system on a monthly basis the DHIS2 from all the health facilities supported by SRCS and ensure that data is kept secure including having data backups;
• Ensure timely installation of DHIS to supported health facilities.
• Oversee DHIS2-related files, records, and documents,
• Analyse  DHIS2 reported data on key performance areas and generating reports

Data Storage Management

• Support the Health Department in setting up a storage system for all submitted weekly and monthly reports from health facilities through the use of archived 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 supervision system.
• Maintain internal project database and prepare analytical reports every month and share them with the project Managers for review and corrective action.
• Facilitate the PHC level quarterly and health facility monthly surveillance review meetings including the tracking of the surveillance performance indicators.

Health Data Reporting

• Ensure timely and accurate reporting by health facilities using DHIS2, Dropbox, CBS, and EWARNS platforms.
• Generate statistical reports as needed to support the production of narrative reports for internal decision-making making, communication with stakeholders and partners.
• Produce monthly achievement of health facilities against targets to measure performance and share with field officers and health program Managers.
• Play an integral role in data analysis, and contribute to the writing and reviewing of donor and internal reports
• Maintain quality, accessibility, and functionality of DHIS2

Health Data Quality Assurance

• In collaboration with the PHC (Coordination and BHOs) team, contribute to the development of an internal data quality improvement plan for health facilities in the area of implementation
• In collaboration with the Project Managers, 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 stakeholders including MOH.
• Collaborate with project coordinators, and 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.

Capacity building

• Provide guidance and support to Health Field officers and Facility level staff, in the development and implementation of strategies and programs 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 health facilities data in-charges and health data collection officers in different regions
• Assess and coordinate staff development activities for data management as assigned

Other Tasks

• Participate in Health data strategic planning with other agencies and partners
• Contribute to capacity building of the surveillance workforce at county levels to enhance IDSR implementation.
• Any other tasks are given by the line manager.

Appropriately represent SRCS and coordinate externally:

• Representation of SRCS as and when directed by the line manager and/or prepares related material to be presented to internal and external audiences.
• All internal/external coordination is to be done in a culturally appropriate, honorable, and respectful manner.

 Reporting responsibilities:

• Monthly and weekly DHIS2 reporting for Health & Nutrition.
• Monthly field activity reports
• Bi-weekly Referral database and payment forms.
• Weekly & monthly CBS reports.
• Weekly and monthly OTP & TSFP report

KILLS AND BEHAVIORS

Accountability:

• Holds self-accountable for making decisions, managing resources efficiently, achieving and role modeling SRCS principles

Ambition:

• Sets ambitious and challenging goals for themselves, takes responsibility for their own personal development and encourages others to do the same
• Widely shares their personal vision for SRCS, engages and motivates others

Collaboration:

• Builds and maintains effective relationships, with their team, colleagues and with relevant external partners.
• Approachable, good listener, easy to talk to.

Creativity:

• Develops and encourages new and innovative solutions
• Willing to take disciplined risks.

Integrity:

• Honest, encourages openness and transparency; demonstrates highest levels of integrity

Experiences and Qualifications

QUALIFICATIONS AND EXPERIENCE

Essential

• Bachelor's Degree in Nursing, Public Health, or Medicine from a recognized university. Having a master of public health from a recognized university is an added value.
• Demonstrable experience in health information system
• 2-3 years of experience in information management and use of DHIS2 and EWARNS reporting platforms  
• Experience in conducting assessments and an understanding of surveillance and health and nutrition information systems
• Experience in 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.
• Commitment to and understanding of SRCS aims, values, and principles
• Experience and ability to represent SRCS Health in work in external meetings
• Demonstrable ability at report writing and excellent communication skills
• Computer literacy and proficiency in MS Word and Excel spreadsheets
• Fluency in written and spoken Somali and English

Skills Required

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