Job Title

RFL Database Officer

Location

Islamabad

Reporting to

Assistant Director-RFL

Department

Restoring Family Links

Grade

16

Organization Vision

Saving lives, uniting people and changing minds for healthy, safe and resilient communities.

Organization Mission

The leading humanitarian organization of Pakistan, committed to prevent and alleviate human sufferings by mobilizing the power of humanity through volunteers.

PRCS Fundamental Principles

Humanity

Impartiality

Neutrality

Independence

Volunteer Service

Unity

Universality

Position Objectives:

RFL Database officer is responsible to maintain the case-management tool (FL Answers) and act as technical referent to the PHQ staff on data-management procedures. She/He provides regular technical and data-management support to the RFL teams. The RFL Database Officer reports to the Assistant Director of the RFL Department, based in the Pakistan Red Crescent Society (PRCS) National Headquarters in Islamabad

Standard function description.

• Carries out data processing, including data entry, tallies, typing, analysis etc following set standards
• Carries out simple office work such as typing, filing, photocopying, etc
• Produce monthly and annual statistics and generate reports upon requests.
• Provides quarterly (and ad-hoc) updates and statistics to the field team about the trends observed in the RFL caseload.
• Ensures keeping individual files up to date
• Ensures RFL Code of Conduct on personal data is respected
• Ensures that the data management tool is well maintained by carrying out data controls
• Updates data management procedures and workflows regularly
• Translates simple documents between national language and English
• Organizes appointments, receives and interviews persons coming to office to launch family news requests
• Maintains stocks of templates and forms and coordinate with relevant colleagues to update templates
• Performs internal and external follow up of RFL individual cases when required.

Duties and Responsibilities

• The role of the RFL Database Officer is to ensure that the case management of the PRCS is kept up to date and in line with prescribed guidelines for RFL operations. The FLANSWERS being the primary tool for case management, must be kept up to date, of good quality and truly reflective of the activities implemented by the unit.
• The Database Officer should assist in the coordination of the department to ensure that cases are followed-up as accurately and as timely as possible.
• The Database Officer is also expected to engage with other RFL staff members regarding the cases and communicating with the RFL units in the various PRCS sub-sites for the attainment of established objectives.
• Principally, the Database Officer shall be in charge of the case updating in FLANSWERS, training the staff who would be using the database as a reference and making sure that information is an accurate reflection of the RFL caseload for the PRCS.

FILING DUTIES: The following tasks are required to organize the filing systems within the RFL unit at PRCS:

• Ensures the individual filing of cases according to set criteria are maintained and kept updated
• Digitalizes and labels all case-related documents received from the PRCS RFL Provincial chapters
• Ensure proper organization of the RFL archive room and RFL filing cabinets.

CASE MANAGEMENT: It is important that the RFL cases are followed from the moment it enters the system until the services provided to the beneficiaries have been met, whether it be restoring family links or maintaining family contact, it is the role of the Database Officer operator to do the following:

• Processes and verifies compliance of the requests addressed to the PRCS RFL Department in light of the RFL guidelines and procedures of the institution
• Ensures close follow-up of individual files and reminds/advises the RFL staff when an action/follow-up is required
• Sends out institutional documents and elaborates statistics on the cases on a regular and or on ad hoc basis
• To prepare and submit periodic activities report on RFL caseload and processed cases

FLANSWERS DATABASE: The FLANSWERS database is implemented to provide an electronic case management system for the national societies, as such the data entry operator, being the principal person responsible for its upkeep, data quality and training responsibilities, is expected to do the following:

• Performs data entry into the FLA such as registration of cases, update of relevant follow up activities and closure of individual cases as per relevant user guide and data entry procedures
• Checks the relevance and quality of the data collected
• Checks the input in the FLA and performs necessary corrections
• Ensures the coherence of the individual data entered; analyzes case history both in FLA and available in the individual files and works to remove discrepancies if any
• Trains other colleagues of the RFL Service on the data entry procedures and management of data
• Prepares internal reports regarding updates of data input in the DB, when requested
• Coordinates directly with the ICRC Data Team, who serves as the first level technical assistance on issues of data quality, correct procedures and other matters of importance
• Protection Office figures/Statistics
• Updates monthly Protection office figures in FLA
• Contributes to consolidation of Protection Statistics and analysis
• Implementation & use of Info Notice followed by updating record in FLA
• Effective use of interoperability and transmission of cases via FLA.

Procedures/Guideline:

• Updates, drafts and review the Data Entry Procedures for the PRCS RFL caseload when necessary, and in accordance with established guidelines

General Duties

• Supports the RFL Department for general administrative tasks, as required.
• Works independently in RFL Unit, acts as support and reference point within the tracing office and shares relevant information with the colleagues.
• Contributes to the smooth running of the Tracing Office and, in turn with the colleagues, interviews persons coming spontaneously or upon request to the office.
• Participates actively in internal meetings
• Answering incoming telephone calls to RFL office
• In case of absence should replace the other RFL Colleagues in his/her daily duties.

Minimum required knowledge & experience:

• Minimum 4 years' work experience preferably in protection related activities in humanitarian sector. Previous experience involving databases and data management (specialized software) an asset.
• University’s degree / equivalent in social sciences
• Experience involving databases and data management (specialized software)
• Excellent computer skills, inclusive of Office Suite tools (excel, words, PowerPoint)
• Good data management skills
• Good analytical skills
• Good communication skills (spoken and written) in English and Urdu. Knowledge of Dari and Pashto an asset
• Capacities of self-training and integration of new tools and methodologies 

Travelling

Flexibility to travel to the fields to conduct RFL visits to beneficiaries and support activities to PHQ staff.

Age Limit

Maximum age limits up to 40 years.