Information management officer

Background

The United Nations Development Programme (UNDP) - Indonesia's mission is to be an agent for change in the human and social development of Indonesia. The UNDP Country Office (CO), aim to be a bridge between Indonesia and all donors as well as maintaining the status of trusted partner to all stakeholders. Working in four key areas of development: Governance Reforms, Pro-Poor Policy Reforms, Conflict Prevention and Recovery, and Environment Management, with the overarching aim of reducing poverty in Indonesia. Besides the four priority areas, UNDP Indonesia is also engaged in a variety of cross-cutting initiatives focused on HIV/AIDS, gender equality, and information and technology for development.

I. Organizational Context

Natural disasters are common and frequent phenomena in Indonesia; causing loss of lives and livelihoods, destruction to property and environmental damage. Indonesia is vulnerable to a high level of seismic activity with added risks of tsunamis. The country has more earthquakes per year than any other country; more than 500 volcanoes, 128 of which are considered to be active; susceptible to drought caused by a strong correlation with the El Nino/La Nina (ENSO) phenomenon. Added to this is the fact that there are over 5,000 rivers, 30% of which pass through high-density population centres and regularly cause floods - the most commonly recurring natural hazard in Indonesia. These conditions have made Indonesia one of the most disaster prone countries in the world.

In response to these challenges, as well as to provide continued response to post conflict needs, UNDP Indonesia established in 2001 the Crisis Prevention and Recovery Unit. The unit is supporting programme initiatives through three programme clusters of Disaster Risk Reduction (DRR), Recovery, and Conflict Prevention.

The DRR Cluster within the unit is responsible to manage projects supporting the Government of Indonesia at the national and sub-national level in reducing the risk of naturally induced disasters. Currently the DRR cluster manages a number of disaster risk reduction projects namely the Safer Communities through disaster risk reduction (SC-DRR) in development programme; the “Making Aceh Safer through Disaster Risk Reduction (DRR-A)”; and the UN Joint Strategic Programme on Disaster Risk Reduction (UN-JSP).

Numerous governmental as well as non-governmental agencies have produced data and information related to disasters through various print and audio visual media as well as website. Nonetheless, reliable and valid data and information are valuable sources for a better and common understanding, enhance coordination, promote synergy, effective planning and implementation of disaster management initiatives in Indonesia.

In order to support the initiative of Indonesian Government (BNPB) to provide, maintain and manage a real time disaster risk reduction data-based, information, and report to the public, the DRR Cluster requires the service of a Information Management Officer with a strong background on UNDP system and regulations and also information management in disaster management.

Under the overall guidance from the BNPB and direct supervision from National Project Manager SCDRR, Information Management Officer assumes responsibility for the provision of comprehensive, prompt, accurate and easy access reliable information on disaster risk reduction including a real time data-based on emergency situation, key stake holders’ activities, reports, and other required information to support the BNPB on disaster management on regular basis.

II. Functions / Key Results Expected

Summary of key functions:
1. Support to BNPB under the coordination and overall guidance from Pusdatim BNPB, ensures planning and implementation of disaster information management system;
2. Support to PCISU – SC-DRR under the coordination of the National Project Manager of SCDRR;
3. Support to DRR Team – CPRU under direct supervision of the Programme Manager DRR; and
4. Supports knowledge building and knowledge sharing

1. Support to BNPB

Under the coordination and overall guidance from Pusdatim BNPB, ensures planning and implementation of disaster information management system focusing on achievement of the following results:
- Establish a clear line of communication between the Pusdatim BNPB with other government agencies, BPBDs, DRR team and project management units of DRR projects;
- Undertake study and investigation to collect, map and analyze data and information and ensure technical support provided to BNPB to synthesize and publish the important data information in the form of : new, releases, legal product and policies, activity agenda, map, etc on BNPB website
- Work closely with and serve as the primary liaison person between the Pusdatim BNPB with other government agencies , DRR programme team and project management units;
- Supervise GIS Assistant, Webmaster, DIBI Assistant, PNPM Assistant and other personnel assigned under BNPB website transformation team in ensuring timely, accurate of and easy access to disaster information system, include but not limited to website and maps;
- Ensure technical support provided to Disaster Management Rapid response Team ensuring timely, accurate of and easy access to disaster information and easy information sharing and publication;
- Ensure technical support provided to BPBD to establish and maintain disaster information management system, particularly on DIBI
- Build, maintain, and strengthen relationship with other information management focal points of DRR actors including BPBDs, government agencies, UN Agencies, NGOs, civil societies, and academia at the local, national and regional level.

2. Support to PCISU – SC-DRR:

Under the coordination of the National Project Manager for SC-DRR focusing on achievement of the following results:
- Coordinate other MIS support staffs to:
1. Establish and maintain relationship at the technical level with counterparts from different government agencies in matters related to data collections and harmonization for Disaster Management Initiatives;
2. Develop spatial database for the whole spectrum of Disaster Management initiatives in Indonesia including its design of reporting and updating mechanism;
3. Advocate and promote production and utilization of standardized data and map and provide related technical support to enhance spatial information management system
4. Identify additional programme resources necessary for comprehensive information system management;
- Train, supervise, and provide continuous advice to other MIS support staffs to:
- Undertake data cleaning, data entry and maintenance;
- Collect, organize and manage historical and current spatial data and organize them into documented data and information management system;
- Install, operate and employ GPS devices and its interface with the database.
- Manage spatial data;
- Develop and produce high quality map products as required by the project;

3. Support to DRR Team – CPRU

Under direct supervision of the Programme Manager DRR CPRU focusing on achievement of the following results:
- Provide advice in information management related to backstopping of DRR projects, programme and UNTWG-DRR;
- In coordination with Programme Officers DRR refine and manage DRR networking database for organizational networking analysis;

4. Supports knowledge building and knowledge sharing

Enhance the team’s performance by promoting and providing training (if necessary) to other team members, the use of computer applications or any other information management.
- Contribute productively to knowledge networks and encourage cross-fertilization among projects under DRR portfolios;
- Professional growth through active and self-learning.

III. Impact of Results

Capacity of Pusdatin BNPB improved and data and information system on disaster risk reduction is established, maintained and are available promptly, accurately and accessible to multi stakeholders to support the Disaster Management initiatives.

IV. Competencies

Corporate competencies

- Demonstrates commitment to UN mission, vision and values
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
- Excellent inter-personal and general communication skills

Functional competencies

Knowledge Management and Learning
- Promote knowledge and experience sharing and learning culture in the office with a good team player disposition
- Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies new acquired skills.

Development and Operational Effectiveness
- Strong Knowledge and understanding of disaster management and disaster risk reduction in particular;
- Advance skill and proficient y in Data analysis, Database Management and GIS;
- Familiarity of Indonesia’s statistical system, survey methodologies, institutional arrangements, data collection, entry and maintenance;
- Well developed analytical and presentation skills
- Good knowledge of software applications which includes but not limited to Data Processing (MS. Access, Excel, Quattro, Minitab, Costab,SurveyPro, SPSS, Stat graph. etc.) and GIS (MapInfo, ArcGIS, ArcView, Digitiser, Dimpel, etc.);

Leadership and Self-Management
- Ability to work with minimum supervision in a multi-cultural environment
- Excellent inter-personal, oral and written communication skills
- Lead the team effectively and demonstrate conflict management skill
- Consistently approaches work with energy and a positive, constructive attitude, always in control even under pressure
- Focuses on result and impact for clients and responds positively to feedback
- Demonstrate openness to changes and ability to manage complexities

V. Recruitment Qualifications

Education:
- Bachelor degree with 6 – 12 years of experience or Master degree with 2 – 8 years of experience. in information management, computer science, natural science, engineering, or any other relevant field of study.

Experience:
- Minimum 5 years experience in database development, data management, GIS, or any other information management related experiences.

Language:
- Fluency in English with excellent verbal and written communication

Others:
- Experience working with the UNDP is preferable.
- Experience working in Disaster Management and/or Disaster Risk Reduction is essential
- Experience working with Government institutions would be a significant asset;