Data Management at Ariel Glaser Pediatric Aids Healthcare Initiative(AGPAHI)

Application Deadline: 28 Apr 2015

Data Management POSITION DESCRIPTION:

JOB TITLE: DATA MANAGEMENT
OFFICER LOCATION: Shinyanga

REPORTS TO: Senior Program Monitoring &Evaluation

Purpose of the Post:
AGPAHI Data Management Officers ( DMOs) the main responsibility to oversees the quality of data and its system supporting that are well maintained at office, district level and health facility levels. The primary purpose of the position is to provide a supportive to the data clerks on computerized records, and to ensure that data are captured accurately and maintained in the prescribed manner. Moreover the DMOs work with the district and health facilities (HFs). AGPAHI supported DMOs should ensures the paper based system/electronic databases are well functions and quality of meet the standard required by donors and the government of Tanzania.

Major duties and responsibilities

Data quality
To set mechanisms to ensure that the data clerks work with triage nurse(s) to generate list of patients attending next CTC session.
Through card review or/and sampling check that CTC2 cards are filled correctly and work with CTC clinicians and data clerks to correct any inconsistencies.
To set mechanisms for follow-up poorly filled in CTC2 cards that were sent back to clinicians for corrections and update the corrections into CTC2 database.
Set mechanism to ensure each patient file contains the TB screening tool and that this if filled in by the clinicians during each patient visit
Ensure that the data clerk conduct data cleaning queries regularly, verify the inconsistencies by checking patient cards (CTC2) and verifying with clinicians
Ensure that data clerks perform data checks, and correct mistakes identified before

generating reports.

Ensure that all patient files are arranged in a convenient system so that they can be retrieved quickly. Or ensure that the data clerks manages the files at site level
To ensures that data clerks work with other CTC staff to ensure that files and other documents are kept in a secure place to guarantee patient confidentiality


Data entry

Ensure that all patient information enters into the CTC2 database as soon as forms are received (i.e. on the day that the patient visits the clinic). DMO should work together to clear existing files if any.
Updating and maintaining CTC2 database
Ensure that the CTC2 database is always of the most recent version; work together with NACP and UCC to get the updates
Ensure that the data clerks do a daily backup on either a partitioned hard drive or a separate hard drive.


Proper use of CTC IT equipment

Assure that the provided IT equipment’s are operating well at any time;
Daily update of virus protection;
Collaborate with the CTC coordinator and finance staff to assure that funds provided for IT maintenance and internet are timely used for the right purpose.
Report all problems relating to running of the database and computer to the CTC in charge.
Update IT equipment and data clerk staff inventory on quarterly bases
Supervise the cleanliness and tidiness of computer to all sites.
Conduct timely database trouble shooting whenever needed.


Sharing and effective use of reports

Ensure that the data clerks use the CTC2 database to produce high quality monthly NACP reports and submit these to the CTC coordinator who will then submit these to DACC etc. according to the national data flow and reporting calendar.
Ensure that the data clerks use the CTC2 database to produce monthly reports on patients who are lost to follow up and submit these to the Community Liaison
person, who will use this data to trace these patients.



Other Duties

To work with data clerks and advise them on planning for leave and are informed of their absence at work.
Supervise the use of all the Standard Operating Procedures (SOPs) that are provided;
Perform any other work related issues as assigned to you by your supervisor
Assist data clerk to do simple analysis from the database.
Assist data clerk to manage data flow. Movement of files from point at the facility e.g. Clinician, refill sites, cabinet, to data clerk and back to cabinet and to clinician.
Giving new updates of program and database updates.
Have preparatory meeting: review budgets, data clerk wages, real time status of the facility, mandatory to review file arrangement
Train and build capacity of clinical staff (Clinics in charges, DACCs, clinicians and ART nurses in data recording/documentation on M&E tool/ clinical forms/cards (CRF), using databases for data entry, data cleaning, production of reports and

monitoring performance of staff

Train and build capacity of site data clerks in entering data in the database, running data checks for data cleaning, and making backups of the database.
Ensure data clerks works according to the scope of work and standard operating procedures.


Monitoring and Supply of M&E tools

To ensure M&E system are in place working well in all aspect of data management
To ensure M&E tools supplied at the facilities and reported during stock out on time eg: Pre-ART, ART registers, CTC1 and CTC2 cards, Appointments register etc.
Assist data clerks to produce appointment list of patients expected to clinic and give these lists to ART nurses.


Troubleshooting of IT equipment’s, MYSQL and ACCESS databases

Provide IT support to CTC based computers and to AGPAHI purchased computers at laboratory, pharmacy and RCH.
Troubleshooting MYSQL and ACCESS databases during the malfunction of the system E.g.: Front End crushed, MYSQL server stop functioning, window computer corrupt.
Updating, configuration and installations of software into computers and CTC2 databases.


Data collection, verification, processing, entry and Data quality Management

Review data collection tools used against the required reports and provide advice and assistance in improving these tools.
To ensure data verifications into paper based system and CTC2 databases are done on monthly basis
To ensures data entries are done accurate, completely into CTC2 databases and PMTCT data entered accurate and complete into District health Information system (DHIS)
To participate in quarterly Data collections, verification and processing into the system.


Data Analysis

Participate actively at internal and external meetings, trainings and workshops concerning data issues and other project activities as delegated by the dotted line supervisors with various stakeholders; assume representational responsibilities when asked,
Ensure proper reporting/communication to dotted line supervisors


Quality improvement activities

Work closely with data clerks to support quality improvement activities.
Perform QI performance measurement from data collection, data entry and data verification.
QI capacity building to site staffs in order to get quality data.


Qualifications:

Certifications related to the post; Advanced Diploma in IT or Bachelor’s Degree in
Computer Sciences.

Computer literacy, with comfortable working experience with the basic Microsoft packages (outlook, internet, word, excel & power point).
At least one year experience in data management or database administration.

Knowledge and skills:

Professional knowledge and skills the person in this role must have.
Knowledge of MySQL and Access Database and statistical packages like STATA, SPSS and The NACP CTC2 Database will be an added advantage.


Other requirements:
Fluent reading, writing, and speaking in both Kiswahili and English
Due to nature of the work, this job requires frequent travel to the sites

APPLICATION INSTRUCTIONS:

AGPAHI is an equal opportunities employer and these positions are open to all, but ONLY qualified candidates should submit a CV and a cover letter explaining how the experience detailed in the CV will contribute to the requirements of the position and references to AGPAHI. For those who will send e-copies please send cover letter and CV saved in your names.

Submissions may be sent to:

EXECUTIVE DIRECTOR
AGPAHI
P.O. BOX 38252
Plot 373, Mtitu Street, East Upanga
Dar es Salaam,