Information Management Clerk

Job Description
Position Purpose
These positions are located primarily at subnational offices of OCHA in Colombia. These positions are under the general supervision of the Head of suboffice in the respective duty station.

These positions are located in the Colombia Country Office of the United Nations Office for the Coordination of Humanitarian Affairs. The Information Management Clerk at this level usually reports to a Sub-office Coordinator or a Head of Unit (National Officer or Associate). The incumbent is responsible for assisting in the data and information management related to humanitarian context, emergencies and situations. The Information Management Clerk works closely with the other units of OCHA Colombia and its sub-offices, and liaises regularly with counterparts of relevant national institutions, UN agencies, funds and programs, non-governmental organizations (NGOs), and donors, among others.

The overall purpose of this post is to assist the supervisor in the information management and preparation of documentation to make visible humanitarian needs; to efficiently assist in receiving the documentation related to humanitarian emergencies and in tracking, monitoring, and reporting in databases and information reports. S/he consistently applies appropriates guidelines, procedures and processes.

Duties And Responsibilities

• Receives, verifies and processes information documentation related to humanitarian situations and emergencies.
• Enters information into databases (Monitor, ERT, among others).
• Tracks and updates document information in humanitarian databases.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assists with preparation of information documentation products to make visible the needs, gaps, and response provided in humanitarian emergencies.
• Assists with visualizations and updating information material such as web pages or brochures, among others.
• Responds to queries from multiple partners including humanitarian organizations, authorities, communities, among others.
• Carries out other tasks requested by the first reporting officer (head of suboffice or head of unit); performs general information management functions as required under the supervision of the head of suboffice or head of unit.

Work Implies Daily Interaction With The Following
The Information Management Clerk with the guidance of their First Reporting Officer works closely with other units of OCHA Colombia and its sub-offices, and liaises regularly with counterparts of relevant national institutions, UN agencies, funds and programs, non-governmental organizations (NGOs), donors, among others.

Results Expected
The incumbent is expected to receive information documentation related to humanitarian situations and emergencies, maintain information updated into databases, and assist with the preparation of information documentation products to make visible humanitarian emergencies, needs, gaps and response provided by the Local Coordination Teams.

Competencies

• Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors' language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
• Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
• Client Orientation: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
• Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Education
Required Skills and Experience

• High school diploma or equivalent is required.
• A university degree in political science, sociology, economics, law, international relations, or related field will be given due consideration, but it is not a requirement.

Experience, Knowledge And Skills

• A minimum of four (4) years of relevant work experience in information management, coordination, humanitarian affairs, and complex emergency environment for candidates with High School Diploma.
• One (1) year of relevant work experience in information management, coordination, humanitarian affairs, and complex emergency environment for candidates with a University Degree.

Additional Desirable Criteria

• Experience within OCHA, the UN humanitarian system, or working with an international organization will be considered a strong asset in the selection process.
• Experience working in humanitarian operations and in humanitarian coordination in the field is desirable.
• Experience working with humanitarian databases and platforms will be considered a strong asset in the selection process.
• Experience drafting information management products and reports, flash updates, situational reports, briefings, humanitarian and risk alerts is desirable.
• Experience preparing inputs or reports to donors, and high-level visits to field humanitarian operations humanitarian operations is desirable.

Languages

• Fluency in Spanish is required.
• Knowledge of English is desirable.

Important applicant information
All posts in the FTA categories are subject to local recruitment.

Equal opportunity
As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority
UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Right to select multiple candidates
UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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