Christian Social Services Commission, Head of Knowledge & Information Management Unit

Christian Social Services Commission (CSSC) is an ecumenical body established in 1992 by Tanzania Episcopal Conference (TEC) and Christian Council of Tanzania (CCT) to facilitate the provision of social services in Tanzania. CSSC supports Church institutions to deliver quality social services to all the people regardless of colour, race and faith; and also promotes expansion of health, education and other social services all over Tanzania.

Applications are sought from highly qualified, well experienced and motivated persons for the following positions to join Christian Social Services Commission. The work station for the position will be based in DAR ES SALAAM, Tanzania.

The Knowledge & Information Management (KIM) Unit has been newly created to spearhead CSSC’s ambition to excel in knowledge and information management – as crucial input for informed decision-making, lobby and advocacy work, effective networking and partnerships, and, ultimately, for improved service delivery towards Church-based health and education facilities.

The head of the KIM Unit is directly accountable to the Executive Director of CSSC. She/he will be responsible for staff working in ICT and the CSSC Resource Centre; and will work closely together with the management advisor and health advisor of CSSC. Main duties can be clustered under 3 main areas: (a) knowledge and information management; (b) performance-based planning, monitoring & evaluation (PME) and reporting; and (c) quality assurance.

Key Responsibilities

a) Knowledge and information management
The head of the KIM Unit is responsible for creating and nurturing an environment that values knowledge and information as corporate asset. Duties include:
• To establish knowledge and information needs at all levels of the organisation
• To assess current knowledge and information practices within CSSC; to identify key barriers and enablers to effective collection, transfer and use of knowledge & information
• To design and develop appropriate mechanisms, ‘products’ (methods, tools, networks, templates and guidelines) and processes that support the effective capture, collection / organisation, storage, protection, use and sharing of (evidence-based) knowledge and information – both internally and externally, and both electronically and ‘physically’ (hard copies). These should cover, but are not limited to, the CSSC resource centre, the website, internal database, the intranet system for sharing information, and CSSC’s archival system.
• To train, advise, guide and mentor CSSC staff in knowledge and information management techniques and approaches (including distilling lessons learned, capturing best practices, recording of stories and evidences) – to support good KIM skills, behaviours and attitudes.
• To coordinate consolidation of success stories, experiences/lesson learned and best practices generated by Departments/Units, for wider dissemination/sharing to key stakeholders.
• To actively monitor the effectiveness of established knowledge and information ‘systems’, identify bottlenecks and reasons for non-compliance, and take remedial action.
• To review and spearhead implementation of CSSC’s internal and external communication policy.

b) Performance-based planning, monitoring & evaluation (PME) and reporting
The head of the KIM Unit is responsible for strengthening and ‘institutionalising’ the performance-based PME system of CSSC – crucial for reinforcing CSSC’s performance and visibility. Responsibilities include:
• To support management and staff – at all levels of the organisation – to develop multi-annual and annual plans that are performance-based and aligned to the corporate goals and objectives of CSSC.
• To monitor, mentor and guide departments, sections and zones to effectively gear their day-to-day work towards established performance targets (e.g. including the development of appropriate tools and templates; and improving the effectiveness of meetings).
• To develop and ensure effective implementation of M&E plans, as tool to steer implementation towards expected results / change.
• To guide and coordinate timely and quality reporting, according to set timeframes and reporting requirements (taking well-timed remedial action where necessary).
• To compile reports of individual departments, sections, zones and projects into consolidated organisational reports, for internal use (information sharing) and for submission to CSSC’s board and development partners.
• To coordinate and supervise the evaluation of programmes & projects
• To review the PME handbook of CSSC (to ensure that it accurately captures all institutionalised methods and tools in use at CSSC).
• To assist the Human Resources & Administration Officer (HRO) to extend CSSC’s performance management system (PMS) to individual level, including adaptation of the current staff performance review system.

c) Quality assurance
The head of the KIM Unit is also responsible to ensure that CSSC’s external communications (publications, proposals, reports etc.) are evidence-based and of high quality. Responsibilities include:
• To develop guidelines/standards for external publications, proposals and reports; orient management and staff; monitor compliance; and take corrective action where needed.
• To support management/departments in identifying potential areas for funding, in mapping potential funding opportunities, and to access and solicit funding support (e.g. through the preparation of concept notes).
• To coordinate and provide quality assurance support to management/departments in developing proposals that fulfil internal and external (donor) requirements.
• To ensure that set timelines for external reporting are respected (e.g. with the help of an appropriate tracking tool).
• To assure that the web-site is updated regularly with relevant and quality information.

Qualifications

A Master’s degree in a relevant field (Project management, Information management, Business administration, etc.);

Experiences

Qualified candidates should have:

  1. A minimum of 5 years’ of relevant experience in donor-funded project/programme management;
  2. Proven experience in performance-based planning, M&E and reporting;
  3. Experience in ICT / information management is an added advantage.

Competencies / skills
• Excellent written and verbal communication skills in the English language.
• Excellent analytical skills and attentive to detail
• Ability to work independently whilst maintaining effective communication at all levels
• Proven coaching / mentoring and team building skills
• Proactive and innovative
• Excellent working knowledge of Microsoft Word, Excel, PowerPoint and Outlook.
• Advanced skills in data analysis, presentation and report writing

ADDITIONAL INFORMATION

Anticipated starting date: 20th November 2017
Type of position: Full-time
Contract: 1 year renewable


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Interested and qualified candidates are invited to submit a hardcopy of their application letter and detailed curriculum vitae, including copies of certificates, three references (with daytime telephone numbers) to:

Executive Director
Christian social services Commission
4 Ali Hassan Mwinyi Rd
P. O. Box 9433
DAR ES SALAAM

The closing date for applications is 5th November 2017. Only shortlisted candidates will be contacted.

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