Assistant Officer, MIS

Job Description

Title: Assistant Officer, MIS

Company Name: Partners in Health and Development (PHD)

Vacancy: 8

Age: At least 24 years

Job Location: Cox`s Bazar (Ukhia)

Salary: --

Experience:

• At least 2 years
• The applicants should have experience in the following business area(s): NGO

• Bachelor/Honors

• Bachelor’s degree in Statistics, Computer Science, Information Technology, Information Management, Public Health, Development Studies, or another relevant discipline from a recognized institution.

• Relevant training in Monitoring and Evaluation, Health Information Management, Data Management, or MIS will be an advantage.

• At least 2 years
• The applicants should have experience in the following business area(s): NGO

• Age At least 24 years

Working Experience:

• Minimum 2 years of relevant experience in Management Information Systems (MIS), data management, monitoring, reporting, or information management.

• Experience in data entry, data cleaning, validation, compilation, and reporting.

• Experience working with Microsoft Excel and other data management or reporting tools.

• Experience maintaining databases, trackers, and electronic filing systems.

• Experience in preparing routine reports, summary tables, and data visualizations.

Desirable

• Previous experience working with NGOs, INGOs, or humanitarian organizations.

• Previous experience in the Rohingya Response or other humanitarian settings.

• Experience working with health information systems or healthcare service delivery data.

• Experience using Kobo, ODK, DHIS2, CommCare, EWARS, or other relevant digital data collection and information management platforms.

• Experience supporting MEAL, programme monitoring, or donor reporting.

• Experience working with multidisciplinary and multicultural teams.

Job-related knowledge:

Technical Skills

• Strong knowledge of data entry, data management, and data quality assurance.

• Advanced proficiency in Microsoft Excel, including formulas, functions, PivotTables, charts, and data validation.

• Ability to manage databases, trackers, and structured datasets accurately.

• Basic knowledge of data analysis and visualization.

• Ability to identify data inconsistencies, errors, and unusual trends.

• Familiarity with digital data collection and health information systems.

• Good understanding of data confidentiality and data protection principles.

• Ability to prepare clear, accurate, and timely reports.

Communication & Interpersonal Skills

• Strong communication and interpersonal skills.

• Ability to coordinate effectively with clinical, programme, MEAL, and support teams.

• Ability to explain data collection and reporting requirements clearly.

• Good written and spoken English and Bangla.

• Strong documentation and report-writing skills.

• Ability to work effectively within a multidisciplinary and multicultural team.

Other Competencies

• High level of accuracy, attention to detail, and analytical ability.

• Strong organizational and time-management skills.

• Ability to manage multiple reporting deadlines and priorities.

• High level of integrity, accountability, and confidentiality.

• Strong problem-solving skills.

• Ability to work under pressure in a fast-paced humanitarian environment.

• Flexibility and willingness to support emergency and programme requirements.

Working Conditions

• The position will be based in the Rohingya Response, Cox’s Bazar, with regular support to the PHCC and other assigned programme locations.

• The role may require regular coordination with different health service delivery points and programme departments.

• The position holder may be required to visit health facilities and programme locations for data collection, verification, and monitoring purposes.

• The role involves working in a challenging and fast-paced humanitarian environment.

• The position holder may be required to support emergency data management and reporting during disease outbreaks, natural disasters, fires, mass casualty incidents, or other humanitarian emergencies.

Position Summary

The Assistant Officer – MIS will be responsible for supporting the effective collection, compilation, entry, verification, analysis, management, and reporting of programme and health service data for the Primary Health Care Centre (PHCC) under the Rohingya Response. The position holder will ensure that data and information are accurate, complete, timely, consistent, and properly maintained in accordance with organizational procedures, donor requirements, relevant health information standards, and data protection principles.

The Assistant Officer – MIS will work closely with the Clinical In-Charge, Medical Officers, Nurses, Midwives, Pharmacy, Laboratory, Nutrition, MHPSS, Community Health, MEAL, and other relevant programme and support teams to ensure quality data management and timely reporting for programme monitoring, decision-making, and accountability.

Duty Station: Camp 5 ,12 & 21, Cox’s Bazar.

Reports to: MIS Officer

Accountable to: MIS Manager

Data Collection & Compilation

• Collect, compile, and consolidate programme and health service data from relevant service delivery points and departments.

• Ensure the timely collection of daily, weekly, monthly, and other required data.

• Review source documents, registers, tally sheets, and reporting formats for completeness before data entry.

• Follow up with relevant staff to obtain missing, incomplete, or unclear information.

• Maintain an organized system for collecting and compiling data from different PHCC service areas.

• Support the consolidation of service delivery information for internal and external reporting requirements.

Data Entry & Database Management

• Enter programme and health service data accurately and timely into approved databases, MIS platforms, spreadsheets, or other information management systems.

• Update relevant trackers, databases, and reporting tools regularly.

• Maintain accurate electronic records and ensure appropriate backup of MIS data.

• Organize and manage electronic files, folders, and databases according to approved procedures.

• Ensure consistency between source documents, registers, databases, and summary reports.

• Support the maintenance and updating of programme information management systems.

Data Quality Assurance & Validation

• Conduct routine data quality checks to identify missing, duplicate, inconsistent, inaccurate, or unusual data.

• Verify data against source documents and coordinate with relevant service providers to correct identified discrepancies.

• Support routine data cleaning, validation, and reconciliation.

• Maintain records of identified data quality issues and corrective actions taken.

• Support the implementation of data quality improvement measures.

• Ensure that data submitted for reporting are complete, accurate, and validated.

Health Information & Service Delivery Reporting

• Support the preparation of daily, weekly, monthly, quarterly, and other required programme and health service reports.

• Compile service delivery data from OPD, Nursing, Midwifery, Pharmacy, Laboratory, Nutrition, MHPSS, Community Health, and other relevant departments.

• Prepare summary tables, data trackers, charts, and other reporting formats as required.

• Ensure reports are submitted accurately and within established deadlines.

• Support the preparation of internal management reports and donor reporting requirements.

• Maintain records of submitted reports and reporting deadlines.

Data Analysis & Information Management

• Support basic analysis of programme and service delivery data to identify trends, gaps, and unusual patterns.

• Prepare summary statistics, tables, graphs, and visual presentations for programme review and decision-making.

• Assist in monitoring key performance indicators and programme targets.

• Support the development and updating of dashboards, trackers, and other data visualization tools.

• Identify significant changes, unusual trends, or potential data concerns and communicate them to the appropriate supervisor.

• Provide timely and accurate information to support programme planning and performance monitoring.

Coordination with Clinical & Programme Teams

• Work closely with the Clinical In-Charge, Medical Officers, Nurses, Midwives, Pharmacy, Laboratory, Nutrition, MHPSS, Community Health, and other programme teams.

• Provide technical support to relevant staff regarding data collection tools, registers, reporting formats, and data entry requirements.

• Coordinate with department focal persons to ensure timely submission of required data.

• Follow up on missing reports, incomplete data, and reporting delays.

• Participate in programme meetings, data review meetings, and other relevant coordination meetings.

• Communicate data quality issues, reporting gaps, and system-related challenges to the appropriate supervisor.

Data Confidentiality & Protection

• Maintain strict confidentiality of patient, beneficiary, staff, and programme information.

• Ensure appropriate access control and secure handling of sensitive data.

• Follow organizational data protection, confidentiality, and information management procedures.

• Ensure electronic and physical data are stored securely.

• Avoid unauthorized sharing, copying, or disclosure of confidential information.

• Immediately report any suspected data breach, loss, or unauthorized access to the appropriate supervisor.

Documentation & Record Management

• Maintain organized electronic and physical MIS-related documentation.

• Ensure reporting formats, source documents, databases, and trackers are properly maintained.

• Support the archiving and retrieval of programme data and reports.

• Maintain version control of key reporting formats and databases where applicable.

• Ensure relevant documentation is available for management review, audits, donor verification, and programme monitoring.

• Support proper document retention according to organizational procedures.

Monitoring, MEAL & Programme Support

• Support MEAL and programme teams with routine data compilation and reporting.

• Assist in tracking programme indicators, targets, achievements, and service delivery performance.

• Support data collection for programme monitoring, assessments, surveys, and other relevant activities when required.

• Assist in compiling information required for donor reports and programme reviews.

• Support routine monitoring of data completeness, reporting timeliness, and indicator performance.

• Contribute to identifying data-related gaps and supporting practical improvement measures.

System & Digital Tool Support

• Support the use and maintenance of approved MIS platforms, databases, digital data collection tools, and reporting systems.

• Provide basic troubleshooting support to users experiencing routine data entry or reporting issues.

• Escalate technical or system-related problems to the appropriate IT or MIS focal point.

• Support staff orientation on approved data collection and reporting tools.

• Assist with system updates, data migration, or database maintenance as assigned.

• Maintain accurate user and access-related records where applicable and authorized.

Audit, Compliance & Data Verification Support

• Support internal and external reviews by preparing relevant reports, datasets, and supporting documentation.

• Assist in responding to data-related queries from management, programme teams, auditors, donors, or other authorized stakeholders.

• Participate in routine data verification, spot checks, and data quality assessments.

• Support the implementation of recommendations arising from data reviews, audits, and monitoring activities.

• Ensure data management practices comply with organizational policies and reporting requirements.

Capacity Building & Professional Development

• Participate in training, orientation, data review meetings, and professional development activities.

• Maintain updated knowledge of relevant health information systems, data management practices, and reporting requirements.

• Support basic orientation and guidance for staff on data collection and reporting procedures.

• Participate in knowledge-sharing and continuous learning activities.

• Follow updates to organizational MIS procedures, reporting formats, and relevant programme requirements.

Emergency Preparedness & Humanitarian Response

• Support the timely collection, compilation, and reporting of information during disease outbreaks, fires, natural disasters, mass casualty incidents, and other humanitarian emergencies.

• Assist in maintaining emergency data trackers and reporting systems.

• Support rapid data compilation for emergency response planning and decision-making.

• Ensure the continuity and security of essential programme information during emergencies.

• Remain flexible to undertake additional MIS and information management responsibilities based on emergency and programme requirements.

Additional Job Responsibilities

• The duties and responsibilities outlined above are not exhaustive. The role holder may be required to undertake additional duties reasonably related to their qualifications, skills, and experience, based on programme and operational requirements.

Safeguarding

• The post holder is required to perform all duties in accordance with the organization`s safeguarding, Prevention of Sexual Exploitation and Abuse (PSEA), child safeguarding, anti-harassment, code of conduct, and other relevant policies and procedures.

Equal Opportunity

• The organization is an equal opportunity employer and encourages applications from qualified candidates regardless of gender, age, disability, ethnicity, religion, or other status.

Health and Safety

• The post holder is required to carry out all duties in accordance with organizational Health, Safety, Security, Infection Prevention and Control (IPC), and other relevant policies and procedures.

Salary & Benefits

• Monthly Gross Salary: BDT 45,455 /= (Only)

• Bonus and other benefits: 10% of the monthly gross salary.

• Other Benefits: Office hours, annual leave, increments, will be provided as per the organizational policy and Recruitment & Human Resource Management Policy of Partners in Health and Development (PHD), subject to project budget availability.