SCOPE OF WORK
The MEAL/HMIS Advisor will operate under the direct technical guidance and supervision of the General Coordinator. He/she will be responsible for the overall management of MEAL and HMIS activities, ensuring alignment with headquarter guidelines, donor requirements, and MoPH standards. Key responsibilities include tracking project indicators, managing and analyzing data, implementing monitoring and accountability mechanisms, and collaborating with the Medical Coordinator and Grant Officer on assessments, grant management, and report development. Additionally, he/she will provide technical support to the MEAL/HMIS team at the field level and conduct regular monitoring visits to health facilities and other field activities to ensure data consistency, verification and quality.
Job Purpose
- To oversee the implementation of the mission’s project data management activities.
- To analyze data, monitor project indicators, and recommend necessary adjustments.
- To promote learning and accountability mechanisms within the mission.
- To lead and supervise MEAL teams at the provincial level, either directly or indirectly.
- To monitor health project activities and health facilities.
KEY DUTIES AND RESPONSIBILITIES:
Team Setup and Management
- Prepare and implement the MEAL strategy aligned with HQ guidelines in close collaboration with program management, ensuring adequate budgeting for its activities.
- Oversee the implementation and supervision of the MEAL/HMIS strategy by establishing planned MEAL structures at each provincial level.
- Collaborate with the General Coordinator (GenCo), Medical Coordinator (MedCo), and Field Coordinator (FieldCo) to set up and supervise the MEAL Unit, including hiring, orienting, and supervising staff responsible for MEAL/HMIS functions.
- Build the capacity of the monitoring and evaluation team to develop and maintain an effective MEAL/HMIS system.
- Supervise and lead the MEAL team to ensure the establishment of a high-quality MEAL structure.
- Conduct capacity building and training sessions for team members and relevant staff to enhance MEAL skills and knowledge.
- Collaboration with the MEAL and Research teams within the Health and Advocacy Directorate at HQ is essential to ensure that our data management practices are aligned with our strategic goals and evidence-based approaches.
Monitoring, Evaluation, and Learning (MEAL)
- Establish a comprehensive project MEAL/HMIS system in collaboration with teams that incorporates core standards, tools, design frameworks, evaluations, and assessments, aligned with guidelines and standards such as SPHERE, Code of Conduct, and SMART principles.
- Lead or participate in project evaluations to assess progress, outcomes, and impact.
- Develop and oversee a reliable and consistent set of outcome indicators for all program activities, including creating tools for tracking new indicators. Work closely with project and technical teams to ensure that timely and accurate information on quality assurance is provided to coordination bodies.
- Regularly review and improve the MEAL/HMIS system tailored to different projects within the country, seeking stakeholder input and collaborating with practitioners from other organizations to enhance effectiveness.
- Monitor progress across all program components, analyze data to ensure targets are met, and provide feedback on gaps or areas for improvement.
- Conduct regular field visits (including health facilities) to support project teams, assess progress, and work working closely with PM and COs to support that alignment, mainly by integrating MEAL findings and helping with mitigation planning when needed.
- Ensure the availability and proper management of standard procedures for health information archiving and retrieval at all levels, including project, provincial, and national levels.
Health Management and Information System (HMIS)
- Develop a robust Health Management Information System to support comprehensive data collection, processing, analysis, interpretation, and reporting activities.
- In managing medical and social data (individual or not), it is crucial to ensure robust security measures and comprehensive protection protocols to safeguard sensitive information.
- Compile both quantitative and qualitative program data, supporting project and technical teams in analysis and preparing reports that inform decision-making by senior management.
- Provide program team members with relevant health information, HMIS tools, and other resources to enhance performance and achieve project objectives.
- Maintain a detailed schedule of donor reporting deadlines, ensuring that all reports are accurate, clear, high-quality, and properly formatted for each stakeholder.
- Establish and sustain an effective HMIS for the project, incorporating electronic systems and physical storage for key documents, reporting and learning materials, MEAL/HMIS tools, tracking and reporting forms, monitoring reports, proposals, donor reports, evaluations, and other relevant program information.
- Document and regularly disseminate lessons learned and best practices to all stakeholders to promote continuous improvement and knowledge sharing.
- Ensure data consistency and verification through regular field visits to health facilities and field sites, verifying data quality and providing support to project teams for accurate data collection and entry.
Reporting and Documentation
- Responsible for developing timely, accurate, and high-quality reports for donors in collaboration with the Medical Coordinator and Field Coordinator.
- Work closely with project management and field teams to adapt and implement data management procedures, ensuring data is prepared and organized for timely reporting.
- Generate monthly program progress reports, tracking progress against key indicators for current projects and programs.
- Prepare and submit quarterly and annual reports for donors, highlighting progress against targets set in proposals, in collaboration with the Field Coordinator, Medical Coordinator, and Grant Officer.
- Synthesize and analyze data to produce summary and thematic reports based on MEAL/HMIS findings, supporting program improvements and informed decision-making
Quality and Accountability
- Responsible for maintaining oversight and ensuring the effective implementation of quality and accountability mechanisms across all projects.
- Implement and manage beneficiary accountability mechanisms, including the established hotline (AWAAZ) and real-time assessment tools.
- Ensure the Community Feedback and Response Mechanism (CFRM) is effectively capturing, analyzing, and utilizing beneficiary feedback to inform program improvements.
- Conduct initial fact-finding of complaints to support management in making informed decisions.
- Consolidate complaint response data, action plan trackers, and monitor checklists on a monthly and quarterly basis to ensure follow-up and transparency.
- Supervise, initiate, and participate in regular monitoring meetings and program review sessions, and disseminate program quality reports to relevant stakeholders.
- Responsible for disseminating MEAL/HMIS learning internally and externally and ensuring these insights are integrated into project development and planning phases.
Program Development / Needs Assessment
- Assist in designing and conducting regular or rapid needs assessments for each ongoing program intervention and future potential one, including participating in consolidating assessment strategy and methodology, in developing data collection tools such as survey questionnaires, focus group discussion guides, and key informant interview protocols; create analysis plans and data processing procedures.
- Participate actively in the planning, execution, and analysis of needs assessments in collaboration with coordination and field team, ensuring that findings provide a comprehensive understanding of the target population’s needs.
- Analyze collected data to generate statistics, charts, and reports that support informed decision-making, ensuring that results are meaningful and actionable for program development.
- Contribute to the development of concept notes and proposals, including logical frameworks, MEAL plans, Gantt charts, and other tools vital for program design, monitoring, and evaluation.
- Develop key marketing materials such as quarterly newsletters, fact sheets, and success stories to communicate program achievements and updates effectively.
- Work closely with program management and relevant stakeholders to organize learning lessons workshops, sharing best practices and lessons learned from project activities.
- Under GenCo delegation, represent MdM at stakeholder meetings as required, ensuring effective communication, advocacy, and coordination.
- Support communication efforts to enhance program visibility and stakeholder engagement.
- Undertake additional tasks as needed to facilitate the smooth implementation and success of the program.
SAFEGUARDING POLICY FOR STAFF:
- Respect and follow Mdm Safeguarding policy and never neglect, abuse, harm, or exploit children, young people, and adults at risk,
- Report any actual or suspected harm to the children and vulnerable adults caused by staff and the program.
