Mis Officer

Job Description

Title: Mis Officer

Company Name: Partners in Health and Development (PHD)

Vacancy: 3

Age: At least 25 years

Job Location: Cox`s Bazar

Salary: Negotiable

Experience:

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

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

• A master’s degree in public health, Statistics, Data Management, or another relevant field will be an advantage.

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

• Age At least 25 years

Experience

Essential

• Minimum 2 years of relevant experience in MIS, Health Information Management, data management, monitoring, reporting, or related fields.

• Experience in data collection, data cleaning, verification, analysis, and reporting.

• Strong experience in database and spreadsheet management.

• Experience in preparing reports, dashboards, charts, and data summaries.

• Advanced proficiency in Microsoft Excel, including formulas, PivotTables, data validation, data cleaning, analysis and visualization.

Desirable

• Previous experience working in a health project, hospital, clinic, Field Hospital, or primary healthcare facility.

• Experience working with NGOs, INGOs, humanitarian, or development programmes.

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

• Experience using DHIS2, HMIS/HIS, EWARS, Kobo, ODK, CommCare, ActivityInfo, Power BI, or similar systems.

• Experience in donor reporting and project indicator tracking.

• Knowledge of health-sector reporting requirements and information management systems.

Skills & Competencies

Technical Skills

• Good knowledge of MIS, health information management, data management and reporting systems.

• Good skills in data collection, cleaning, verification, validation, reconciliation, analysis and reporting.

• Experience with statistical/data-analysis software such as STATA, R, SPSS or equivalent will be an advantage.

• Experience with Power BI or similar data visualization tools will be an advantage.

• Experience developing and maintaining databases, trackers, dashboards and reporting tools.

• Good understanding of quantitative data analysis and descriptive statistics.

• Knowledge of DHIS2, HMIS/HIS, EWARS, Kobo/ODK, ActivityInfo or similar platforms will be an advantage.

• Ability to identify and resolve routine data and reporting discrepancies.

• Understanding of indicator definitions, data sources, reporting periods, numerator and denominator concepts.

• Basic knowledge of data protection, confidentiality and secure handling of information.

Communication & Interpersonal Skills

• Good communication and coordination skills.

• Ability to work effectively with medical, nursing, pharmacy, warehouse, and support teams.

• Ability to communicate clearly and respectfully with patients and caregivers.

• Good documentation and reporting skills.

• Good written and spoken English and Bangla.

Other Competencies

• Strong attention to detail and accuracy.

• Good organizational and time management skills.

• Ability to manage multiple tasks and priorities.

• Strong sense of responsibility and accountability.

• High level of integrity and commitment to confidentiality.

• Ability to work independently and as part of a multidisciplinary team.

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

• Flexibility to support emergency and programme requirements.

Working Conditions

• This role may involve working in a challenging and fast-paced humanitarian environment.

• The position holder may be required to provide additional support during disease outbreaks, natural disasters, mass casualty incidents, or other emergency response situations.

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

Reports to: MIS Manager

Accountable to: Project Coordinator

Position Summary

The MIS Officer will be responsible for the effective management, collection, verification, analysis, reporting, and secure storage of health programme data and information. The position will support the implementation and maintenance of project-level Management Information Systems (MIS) and relevant Health Information Systems (HIS/HMIS) to ensure timely, accurate, complete, and reliable information for programme monitoring, reporting, decision-making, and coordination.

The MIS Officer will work closely with the MIS Manager, Project Coordinator, Epidemiology Team, Medical Officers, MEAL Team, Health Facility staff, and other relevant departments to maintain data quality and support the reporting requirements of the organization, donors, government authorities, and relevant Health Sector coordination mechanisms.

The MIS Officer will supervise the day-to-day work of the MIS Assistant, provide technical support on data management and reporting, and ensure that assigned MIS activities and reports are completed accurately and within agreed timelines.

KEY AREAS OF ACCOUNTABILITY:

Health Information & MIS Management

• Manage and maintain the project MIS and relevant health information databases.

• Collect, compile, clean, verify, and update health service delivery and programme data from Field Hospitals, health facilities, and other project service delivery points.

• Ensure accurate and timely data entry from relevant registers, reporting formats, and electronic databases.

• Maintain patient and service-related records in accordance with approved systems and procedures.

• Develop and maintain appropriate databases, trackers, and reporting tools.

• Ensure systematic filing and secure storage of both electronic and hard-copy records.

• Support the implementation and use of relevant health information systems and reporting platforms.

• Maintain the routine flow of data from source documents and service delivery points to databases, reports and dashboards.

• Ensure data and reporting tools are updated according to agreed reporting schedules.

• Identify gaps or duplication in data collection and report them to the MIS Manager.

• Support the application of standard data collection, management and reporting procedures.

Data Collection, Validation & Quality Assurance

• Ensure timely collection of data from all relevant departments and service delivery points.

• Conduct routine data verification and validation to ensure completeness, accuracy, consistency, and reliability.

• Check reported figures against source documents, registers, tally sheets and electronic databases.

• Identify missing, duplicate, incorrect, or inconsistent data and coordinate with relevant staff for correction.

• Conduct regular data quality checks and reconciliation between source documents, registers, databases, and reports.

• Follow up with responsible staff regarding delayed, incomplete or inconsistent reporting.

• Maintain a data quality monitoring tracker and document identified issues and corrective actions.

• Support periodic Data Quality Assessments (DQA) and internal data audits.

• Support in research data collection to generate evidence.

• Ensure data quality checks are completed before submitting assigned reports.

• Escalate significant or repeated data-quality issues to the MIS Manager

Reporting & Data Analysis

• Compile and prepare daily, weekly, monthly, quarterly, and other periodic reports as required.

• Prepare data summaries, tables, charts, graphs, dashboards, and other information products for management and programme teams.

• Conduct descriptive analysis of health service and programme data, including frequencies, proportions, rates, trends and comparisons as appropriate.

• Support the analysis of health service utilization, key performance indicators, patient trends, and programme progress.

• Generate statistical reports to support programme monitoring, management decision-making, and donor reporting.

• Provide verified data and statistical summaries to support narrative reporting.

• Track programme achievements against approved targets and indicators.

• Identify significant trends, gaps, and potential data-related concerns and report them to the relevant supervisor.

• Prepare reporting-rate summaries and trend analyses for key indicators for use in programme and facility review meetings.

• Support the MIS Manager in preparing routine and ad hoc analytical reports.

• Review data and reports prepared by the MIS Assistant before submission to the MIS Manager.

• Maintain records of submitted reports and supporting datasets.

Health Reporting Systems & Coordination

• Support MIS manager in reporting through relevant organizational, government, donor, and Health Sector reporting platforms as applicable.

• Support MIS manager to maintain and update reporting trackers, reporting calendars and submission schedules.

• Coordinate with clinical and programme teams to ensure timely submission of required reports.

• Support the preparation and submission of relevant health and programme data, including DHIS2, HMIS/HIS, EWARS, Activity Info, 4Ws, or other required platforms, where applicable.

• Ensure consistency between internal databases and externally submitted reports.

• Maintain proper records of submitted reports and supporting documentation.

• Follow up with responsible focal persons regarding pending or incomplete submissions.

• Inform the MIS Manager of delayed submissions, data discrepancies or reporting issues requiring further action.

• Support coordination with programme, facility, Epidemiology, and other relevant teams on routine reporting requirements.

Programme Monitoring Support

• Support the MIS Manager and programme team in tracking progress against project indicators and targets.

• Maintain indicator tracking tools and programme monitoring databases.

• Support routine review of health service delivery and programme performance..

• Assist in the preparation of programme monitoring reports, presentations and data summaries.

• Support assessments, surveys, and other data collection activities as required.

• Coordinate with the MEAL team to ensure consistency between programme, monitoring, and reporting data.

• Support verification of reported achievements using source documents and other available evidence.

• Provide routine data and analysis for programme review meetings and performance monitoring.

• Flag significant performance gaps or data inconsistencies to the MIS Manager and relevant programme staff.

Data Visualization & Information Products

• Develop and regularly update dashboards, charts, graphs and summary tables under the guidance of the MIS Manager.

• Ensure dashboards and visual products use validated data and agreed indicators.

• Update and maintain routine dashboards according to agreed reporting schedules.

• Support the development and improvement of automated reporting and data visualisation tools where possible.

• Prepare user-friendly information products for management review and programme decision-making.

• Support the preparation of presentations, situation updates, and other reporting materials.

• Present key data trends and findings in a clear and understandable format.

• Support the development and improvement of automated reporting and data visualization tools where possible.

Data Protection & Confidentiality

• Ensure confidentiality and secure management of patient, beneficiary, staff, and programme information.

• Maintain appropriate access controls for sensitive electronic and physical records.

• Maintain confidentiality when handling patient and programme information in both electronic and hard-copy formats.

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

• Ensure patient-identifiable information is handled only by authorized personnel.

• Ensure data are only shared with authorised persons and through approved channels.

• Regularly back up relevant databases and maintain secure electronic records.

• Report any suspected data breach, loss, or unauthorized access according to organizational procedures.

Capacity Building & Technical Support

• Supervise and provide day-to-day technical support to the MIS Assistant on data entry, data compilation, reporting and documentation.

• Allocate routine tasks to the MIS Assistant according to agreed responsibilities and workload.

• Review the work of the MIS Assistant and provide timely feedback and support.

• Provide orientation and technical support to relevant staff on data collection tools, reporting formats, and MIS procedures.

• Support staff in understanding data definitions, indicators, reporting requirements, and deadlines.

• Share feedback to departments on identified data-quality issues and required corrections in coordination with MIS Manager.

• Conduct or support refresher sessions on data recording, reporting and documentation as required.

• Support staff in the appropriate use of MIS/HIS tools and reporting systems.

• Identify recurring capacity gaps and inform the MIS Manager for further capacity-building support.

• Promote a culture of accurate, timely, and evidence-based information management.

Emergency Preparedness & Response

• Maintain readiness to support rapid data collection and reporting during disease outbreaks and other humanitarian emergencies.

• Support the collection, compilation, verification and analysis of emergency response data.

• Assist in preparing situation reports, service updates, dashboards and other emergency information products.

• Support rapid assessments and information management activities during emergencies, as required.

• Ensure timely compilation of emergency service data from relevant departments and service delivery points.

• Support emergency reporting through relevant information systems and platforms.

• Coordinate with clinical, programme, and epidemiology teams on emergency information requirements.

• Escalate urgent data and reporting gaps to the MIS Manager.

• Remain flexible to support emergency reporting requirements during outbreaks, fires, floods, mass casualty incidents or other humanitarian events.

• Remain flexible to support emergency reporting requirements during outbreaks, fires, floods, mass casualty incidents, or other humanitarian events.

Documentation & Coordination

• Maintain organized documentation of databases, reporting tools, data collection forms, reports, and supporting documents.

• Assist MIS manager to develop and maintain a reporting calendar and tracker.

• Work closely with the Project Coordinator, Epidemiology, Medical Team, MEAL, Pharmacy, Laboratory, and other relevant departments.

• Participate in programme review meetings and relevant coordination meetings as required.

• Coordinate with relevant focal persons to ensure the timely availability of accurate data.

• Support internal and external monitoring visits, audits, evaluations, and donor reviews by providing required data and documentation.

Monthly Gross Salary: Negotiable

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.