Data Assistant (National Position)

Role Overview

This position sits within a child-focused programme that supports vulnerable households and orphans, ensuring every piece of field data is captured accurately, stored safely, and transformed into reports that guide real decisions. Day to day, you will verify information collected from households, maintain databases and filing systems, support caseworkers with documentation, and run quality checks that keep error rates low. Your work directly enables the programme to account for every beneficiary, comply with donor and audit requirements, and deliver services to the right people at the right time.

Key Responsibilities

• Validate and enter household and beneficiary data into the project database, following standard operating procedures to keep records complete, accurate, and delivered on schedule.
• Conduct regular data cleaning, cross-checks, and verification against field records, investigating discrepancies and correcting errors while maintaining a defect rate below two percent.
• Perform routine database backups and maintain both electronic and paper filing systems, ensuring that all records are retrievable and protected from loss.
• Work with case managers and caseworkers to organise OVC forms and case files, making sure documentation is audit-ready and aligned with data quality and SIMs standards.
• Update and maintain programme trackers, dashboards, and datasets, and prepare monthly summaries that support reviews, data quality assessments, and supervisory visits.
• Carry out household visits to validate reported information, capture missing or contradictory details, and confirm that records reflect actual conditions on the ground.
• Support caregivers to register children for birth certificates through the E-Citizen portal, and file all related invoices and paperwork in individual OVC files.
• Lead monthly data review meetings at ward level, presenting accurate information to case managers, CSEA officers, and M&E staff to support evidence-based planning.
• Maintain distribution lists, registers, meeting minutes, and supporting documents needed for audits, data quality checks, and supervision exercises.
• Track expenditure related to data activities and field operations, flagging any budget variances to the supervisor and helping to ensure funds are used as approved.
• Coordinate the rollout of the feedback and complaints mechanism in the field, logging reports and following up with the MEAL manager until each issue is closed out.
• Support the preparation of narrative and progress reports for donors and internal use, ensuring submissions are timely, accurate, and in line with organisational and donor rules.
• Oversee field staff assigned to the programme, offering operational guidance, supporting performance management, and ensuring everyone follows established procedures.
• Represent the programme professionally with government officials, NGOs, and implementing partners, coordinating with the Country Representative on communications and reporting.
• Identify and document emerging opportunities or lessons from beneficiaries and staff, feeding these insights into programme design and future project development.

Requirements & Qualifications

• A degree in Statistics, biostatistics, data science, or a recognised related field.
• At least three years of experience in a comparable data management or M&E support role, ideally with strong computer literacy and hands-on use of information systems.
• Proven ability to maintain databases, perform quality checks, and generate accurate summaries from raw field data.
• Excellent interpersonal and communication skills, with the confidence to coordinate multiple teams and engage partners, government bodies, and donors.
• Demonstrated experience managing relationships across different stakeholders and supporting field staff in a structured programme setting.
• Prior experience with non-profit organisations is an added advantage, as is familiarity with case management systems, OVC programming, or donor-funded projects.
• Strong attention to detail, a commitment to confidentiality, and the ability to work under deadlines while maintaining high standards of accuracy.