System and Data Management Manager

The Organisation

Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.

We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected.

Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.

We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.

We have been building powerful partnerships for children for over 85 years, and are now active in more than 75 countries.

BACKGROUND

Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls. Plan has over 80 years’ experience and works in more than 75 countries across the world. We strive for a just world, working together with children, young people, our supporters and partners.

Plan International has been working in Tanzania since 1991. Our work supports marginalised children and youth, especially adolescent girls, to grow up physically and mentally healthy and ready to shape their future. We create an enabling environment and empower girls to be active drivers of change in realising their rights. We prioritise working with partners, and ensuring all of our work is evidence based.

Plan International has been working in Tanzania since 1991. Currently Plan International Tanzania (PIT) operates in eight geographical regions; Geita, Mwanza, Mara, Morogoro, Pwani, Rukwa, Katavi, and Kigoma on different projects funded by different donors including sponsorship. We aim to support creating an enabling environment where girls, adolescent girls, and young women are safe, valued, equally cared for, and have equal opportunities. PIT will contribute to the global strategy by aiming to reach directly 2 million Adolescent Girls and Young Women over the period of the Strategic Plan - 2022-2026 and to reach an addition of 5 million beneficiaries through different interventions.

ROLE PURPOSE

Plan International is going through a major technology and business transformation programme named Your Organisation’s Data and Analytics (Y.O.D.A) Programme, through this we are changing our Enterprise Resource Planning (ERP) solution; revising our processes and working practices in relation to Finance, Grants, Programmes and Projects, and Supply Chain. Programme Y.O.D.A integrated systems (D365, PMERL and the Data Warehouse), will allow us to carry out our end-to-end business processes in an integrated way and will provide data that will enable us to become more data driven and transparent organisation, which in turn, will increase our efficiency, sustainability, effectiveness and impact for our program participants, especially girls.

System and Data Management Manager will be responsible for managing the planning and roll out for this new integrated system (D365, PMERL and the Data Warehouse) in PIT. S/he will coordinate and prepare PIT-CO to transition to a new ERP and MERL solution in line with Global priority for Plan International. S/he will also gather, analyse and present change management metrics so that agreed-upon outcomes are successfully delivered. S/he will coordinate with the Head of MERL to plan and execute trainings, ensure quality design of data collection tools, Quality assurance of the data collected and high level technical statistical data analyses algorithms, digital data collection systems and other strategies that optimize statistical competence and quality as per PIT MERL standards and that data are used to improve ongoing project implementation.

This role is based at the Country Office and reports to the Head of Program Quality

Dimensions of the Role

• Develop and implement a communication and change management plan.

• Coordinate, plan and manage the transition from using SAP system to a new Cloud-based ERP system.
• Manage and where required deliver training to PIT staff and partners on the new ERP and PMERL system.
• Manage the maintenance of data quality, data cleansing in readiness for the roll-out of the new ERP.

• Support in the primary data collection efforts based on the project needs, including study and tool design, data collection, coding, analysis, and interpretation
• Ensure the integrity and relevance of data collected from projects are reliable to support project achievements, and suggest timely adjustments to better serve project objectives and priorities

• Performs other related duties as assigned by the supervisor

ACCOUNTABILITIES

Working closely with the Programme Y.O.D.A Teams:

• Act as the key contact and liaison between PIT and the Global Hub and Regional Hub regarding the Y.O.D.A. systems rollout.
• Manage PIT programme Y.O.D.A deployment readiness
• Engage Extended Country Management Team (E-CMT) and other relevant staff in activities designed to help them prepare for, implement and sustain the change using the established Y.O.D.A toolkit,
• Ensure relevant staff in business areas are aware of engagement opportunities, such as the opportunity to attend virtual focussed sessions. 
• Provide regular up-dates and ensure all CO staff receive monthly email up-dates
• Identify and provide feedback, challenges and ways to improve 

Coordinate programme Y.O.D.A deployment readiness and making sure staff are prepared for the new Y.O.D.A systems and adopt revised processes and ways of working. 

• Disseminate information to functional staff based upon global updates
• Provide strategic leadership and support in the roll out of the new ERP and MERL systems
• Convene meetings with the taskforce members as needed
• Develop detailed plans for how PIT will prepare for the new systems and for changes in business functions and include these in the Annual Plans and Budgets.
• Develop a workplan and detailed implementation feedback of the new ERP
• Develop a risk register to track and effectively monitor any PIT specific risk impacted by the new ERP
• Develop a workplan for data cleansing and provide oversight over current data cleansing processes needed to successfully retire SAP
• Prepare and submit readiness reports periodically to the Country Leadership Team (CLT).
• Adapt and design effective communication tools and mechanisms such as infographics and visual aids to facilitate awareness raising among staff and meaningful engagement
• Develop mechanisms for robust upward feedback to the ERP change partner and champions

Information Management

• Lead and collaborate with project staff to translate project learning and results into accessible technical products for global and country stakeholders.
• Lead project’s data visualization efforts.
• Lead or contribute to regular project’s donor reporting, including preparing presentations or other deliverables to Country office, Plan Management, the National office, and donor.
• Design standardized templates and tools that ensure quality and facilitate the acquisition, aggregation and flow of information in programs.

Internal and External Coordination

• Active contributor and collaborator with Country Office counterparts to promote the use of quality data and best practices.
• Strengthen linkages with other internal resources to enhance organizational learning where relevant.
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• Maintain close working relationships with MERL counterparts in the country by attending MERL reflection meetings, and other relevant international NGOs, and local NGOs and associations in the project areas.

Compliance to Global Polices

• Ensure compliance with security procedures and policies as determined by country leadership.
• Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEIP) are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring Plan and Partner’s staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures

Communications and Working Relationships:

Internal:

• This position works closely with Programme Unit Manager (high)
• This position works closely with the project MERL staff within the project,
• this position works closely with Project Directors, Project Manager (high)
• This position work closely with MERL team at the CO (High)
• This position works closely with Thematic heads (medium)
• This position works closely with Operation team (High)

External:

• This position works closely with MERL staff of implementing partner organizations (medium)

Technical expertise, skills and knowledge

Required experience and Qualifications

• Master's Degree or its international equivalent degree in development studies, social sciences, M&E, Demography, ICT, or statistics, ideally with a focus on M&E;
• A minimum of five years of relevant practical experience in designing, implementing, and managing gender transformative M&E systems for donor-funded development projects, with specific experience in education, ASRH, gender equality and child protection projects;
• Experience managing real-time end-to-end data management systems and solutions, including ICT, enabling data collection, analysis, and rapid feedback loops;
• Experience with the development and overseeing the implementation of data collection tools and systems for the entry, analysis, and storage of data;
• Experience with adaptive management, iterative M&E, and effective feedback loops to ensure the use of data in strategic and programmatic decision-making;
• Advanced experience and skills in using quantitative and qualitative data analysis tools (statistical package) (e.g., SPSS, STATA, NVIVO, etc.) is an asset;
• Experience in the use of digital data collection tools
• Experience in providing remote support or willingness to learn effective remote facilitation and support skills;
• Excellent report writing, analytical, and communication skills, including oral presentation skills;

Essential

Knowledge

• In-depth knowledge of M&E and preferably minimum 2 years of experience in Non-profit making organisation
• Knowledge of gender analysis and assessments, including approaches, methods, and frameworks;
• Demonstrated knowledge in data management

Skills

• Analytical and problem-solving skills
• Proficient computer skills and use of relevant statistical packages
• Ability to work under multidisciplinary and multicultural environment
• Excellent communication skills, with demonstrated ability to write technical reports
• Demonstrated leadership, versatility, and integrity
• Fluent spoken and written English and Kiswahili

Behaviours

• Hardworking with capacity to work independently with minimum supervision
• Honest, integrity, open and transparent personality.
• Working towards achieving a team goal
• Be able to Respect all groups of people in the community and culturally sensitive
• Persuasive and able to work with different cultural settings
• Motivated, energetic and strives to develop and support others
• Result oriented and a team player
• Working for the best interest of the organisation and children
• Appreciate of child rights and gender equality

Desirable

• Knowledge and experience with results-based management tools and reporting processes,
• Data-driven, detail-oriented, self-starter with excellent analytic skills
• Demonstrated experience in data management and analysis.
• Demonstrated experience with data quality assessments and audits.
• Strong program management, presentation, team-building and interpersonal skills
• Advanced critical thinking and problem-solving skills.
• Commitment to girls’ development and a values-driven work environment.
• Operate in a high-pressure deadline-driven environment with professionalism

• Managing project with strict reporting deadlines

Plan International’s Values in Practice

We are open and accountable

• Promotes a culture of openness and transparency, including with sponsors and donors.
• Holds self and others accountable to achieve the highest standards of integrity.
• Consistent and fair in the treatment of people.
• Open about mistakes and keen to learn from them.
• Accountable for ensuring we are a safe organisation for all children, girls & young people

We strive for lasting impact

• Articulates a clear purpose for staff and sets high expectations.
• Creates a climate of continuous improvement, open to challenge and new ideas.
• Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
• Evidence-based and evaluates effectiveness.

We work well together

• Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
• Builds constructive relationships across Plan International to support our shared goals.
• Develops trusting and ‘win-win’ relationships with funders, partners and communities.
• Engages and works well with others outside the organization to build a better world for girls and all children.

We are inclusive and empowering

• Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
• Builds constructive relationships across Plan International to support our shared goals.
• Develops trusting and ‘win-win’ relationships with funders, partners and communities.
• Engages and works well with others outside the organization to build a better world for girls and all children.

Physical Environment

• Working environment will include both typical office environment and field environment
• The position requires regular field travels, at least 40% of the work time

Level of contact with children

Mid contact: Occasional interaction with children during reflection meetings, evaluations, and research