Database Officer - CCCM

ACTED is committed to immediate humanitarian relief to support those in urgent need and protect people’s dignity, while co-creating longer term opportunities for sustainable growth and fulfilling people’s potential. ACTED endeavours to respond to humanitarian crises and build resilience; promote inclusive and sustainable growth; co-construct effective governance and support the building of civil society worldwide by investing in people and their potential. The commitment of ACTED and that if our teams is guided by 4 core values: (1) Responsibility: we ensure the efficient and responsible delivery of humanitarian aid with the means and the resources that have been entrusted to us. (2) Impact: we are committed to having the most sustainable impact for the communities and the people with whom we engage. (3) Enterprising-spirit: we are enterprising and engage in our work with a spirit that creates value and overcomes challenges. (4) Inspiration: we strive to inspire all those around us through our vision, values, approaches, choices, practice, actions, and advocacy.

Greening strategy:

ACTED’s greening strategy aims to tackle environmental degradation and climate change while meeting the needs of the most vulnerable who are often those most affected by the deepening environmental crisis. Each ACTED employee will adhere to these principles through key green programming responsibilities:

• Contribute towards the adherence and development of the greening strategy plan.

• Explore innovative green programming opportunities and/or solutions within your realm of responsibilities and roles

• Encouraging and promoting environmental safeguarding processes and environmental programming standards in accordance with SOPs and technical guideline notes

Acted PSEAH Policy:

The Database officer has the responsibility to adhere to the PSEAH Policy (Protection against Sexual Exploitation, Abuse and Harassment). The Database officer has the obligation to complete all mandatory trainings related to the Code of Conduct and the PSEA policy and report any safeguarding concern such as breaches of organisational policies orcodes of conduct according to Acted's procedures. The Database Senior officer carries out work duties in a way that does not harm children, vulnerable adults or other staff or volunteers.

LOCATION : Northwest Syria, Aleppo

JOB PURPOSE

The Database officer with focus on Information Management and Complaints & Feedback Mechanism (IM/CFM) is responsible for overseeing ACTED's IM and CFM activities across all sites supported in Northwest Syria under the mobile response, under the direct supervision of the Project Manager.

In contexts where a Camp Management Unit (CMU) from the authorities is present, ACTED provides technical support and coordination; in sites without a CMU, ACTED assumes direct camp/site management responsibilities.

In addition to his IM/CFM duties, the Database Officer also acts as ACTED's focal point for Activity lnfo and clusters/sector reporting, ensuring that ACTED's activities are systematically reported tohumanitarian coordination platforms (4Ws/5Ws). This includes consolidating program data, validating its accuracy, uploading it to relevant platforms, and liaising with sector focal points to ensure compliance with cluster requirements.

If the need arises, management may ask the employee to support another camp or s/ie (mobile) or another department from time to time.

OBJECTIVES

• Supervise and train the IM and CFM units, ensuring clear roles, responsibilities, and proper use of tools.

• Ensure accurate, timely, and protected data collection, consolidation, and management across NWS sites.

• Maintain positive and constructive relationships with external stakeholders, in particular service providers and clusters, through timely data sharing and reporting.

• Ensure accountability through timely follow-up on complaints and feedback from beneficiaries and partners, ensuring functional referral mechanisms are in place.

• Act as the clusters/sectors reporting focal point by consolidating, validating, and submitting ACTED’s

DUTIES AND RESPONSIBILITIES

1.HR and capacity building

• Participate in recruitment of IM and CFM staff, under guidance of the Project Manager.

• Day-to-day supervision and management of IM and CFM, inc1nding daily workers and monitors tracking and follow up.

• Support continuous learning and capacity-building through trainings, mentoring, and identification of staff development needs.

2.Information Management Products and Reporting

• Ensure regular production and diffusion of IM products (demographic database, service monitoring reports, Site Factsheets, vulnerability mapping, 4Ws, activity trackers, and other related tools).

• Develop and improve tools for IM, ensuring high-quality outputs and data protection standards.

• Share updated IM products with relevant stakeholders (service providers, local authorities, coordination bodies).

• Act as ACTED's focal point for cluster/sector reporting:

• Consolidate and validate inputs from Programs (NWS + NES when required).

• Upload/update monthly 4Ws/5Ws on Activitylnfo (CCCM, SNFI, WASH, FS, MPC, Education) or submit via Excel/email for sectors still outside ActivityInfo (ERL).

• Communicate with cluster focal points and resolve data discrepancies or technical issues.

• Ensure clusters are informed when ACTED has no inputs for a given month.

3.Data Collection and Assessments

• Supervise data collection activities (demographic exercises, need assessments, intention surveys, KII, FGD, vulnerability mappings, service monitoring).

• Ensure proper methodology, consistency, and data quality during field data collection.

• Support registration and selection, analyzing data for CCCM activities e.g. CFW participant, emergency distribution.

• Provide technical support for beneficiary registration tools, including the design, review, and improvement of data collection forms (digital and paper-based), ensuring alignment with program criteria, indicators, and data protection standards.

• Manage, analyze, and process raw registration and assessment datasets, including systematic data cleaning, validation, deduplication, and consistency checks in accordance with approved eligibility and vulnerability criteria.

• Apply scoring, weighting, and ranking methodologies to registration data, producing accurate, transparent, and documented beneficiary prioritization outputs and finalized beneficiary lists for program implementation and coordination with relevant teams.

• Liaise with other CCCM units (Community Mobilization, Site Maintenance, Protection) for integrated assessments.

4.Complaints and Feedback Mechanism (CFM)

• Oversee the effective functioning of the CFM across ACTED-supported sites.

• Ensure complaints, feedback, and requests are registered, classified, and addressed in a timely manner.

• Support and or supervise when needed awareness campaigns and information-sharing about CFM channels.

• Contribute to Ensure two-way communication with beneficiaries and partners and maintain referral pathways.

• Produce monthly analytic CFM reports for internal use and improve the system based on monitoring.

5.External Communication and Coordination

• Maintain updated contact listsof partners, clusters, and camp committees.

• Share meeting minutes, inputs, and invitationswith stakeholders.

• Represent IM/CFM functions in sectoral, operational, or ad hoc coordination meetings when requested.

6.Protection Mainstreaming

• Ensure gender, protection, and GBV considerations are integrated into all IM and CFM activities.

• Adhere to and promote Prevention of Sexual Exploitation and Abuse (PSEA) principles.

• Support the participation of women, youth, and marginalized groups in site-level accountability structures.

KEY PERFORMANCE INDICATORS

• # of internal trainings conducted on IM and CFM for staff and daily workers.

• # of functional Complaints and Feedback Mechanisms (CFMs) established and maintained across ACTED-supported sites.

• % of complaints closed within 15 working days (target benchmark to be agreed with PM).

• # of referral mechanisms established and actively used with partners.

• # of meeting minutes and follow-up communications with partners shared each month.

• # of regular IM products (e.g., factsheets, trackers, service maps) consolidated and diffused to stakeholders.

• # of activities database/raw data are processed and analysed according to criteria accurately.

• % of monthly 4Ws/5Ws submissions uploaded on time and validated by clusters/sectors.

• % accuracy rate of submitted data (measured by number of corrections requested by clusters).

QUALIFICATIONS

Required:

• University degree.

• Minimum 2 years of total experience with data / information management.

• Minimum 2 years’ experience in similar position.

• Full proficiency in Arabic (speaking and writing).

Desired Qualifications

• Past experience in NGOs/INGOs

• Data management and design tools such as KOBO, ODK and iForms.

• Excellent computer skills ( Microsoft Of1ice Word, Excel and Outlook).

• Working knowledge of English (can read and speak enough to accomplish tasks.)

• Excellent time management, organizational skills, and problem-solving skills.

• Demonstratedability to work effectively in a cross-cultural environment, with flexibility and adaptability.

• Ability to work independently while maintaining accountability.

How to apply

Interested and qualified applicants should apply by filling out the application form through this link

Database Officer - CCCM – Fill in form

Only the shortlisted candidates will be contacted.

By applying for this position, you certify that all the details of your current application, are true to the best of your background and knowledge. You accept the legal mentions of www.acted.org and authorize the automated processing of your personal data by ACTED for recruitment, HR management and administrative compliance control purposes, in accordance with European regulations for the protection of personal data.(http://www.acted.org/)

ACTED is committed to the prevention of sexual exploitation and abuse in the framework of its programs in Syria. The successful candidate will be required to adhere to ACTED Code of conduct and ACTED Global Policies, especially regarding the protection of children and the protection against sexual exploitation and abuse. A rigorous reference and background checks will be undertaken, and information will be requested from previous employers about any disciplinary action of sexual exploitation, sexual abuse, and/or sexual harassment during employment. By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.

ACTED is committed to gender equity and to have a balanced and diverse workforce. ACTED strongly encourages qualified women, persons with disabilities, and persons from under-represented groups to apply for the position.

ACTED offers a variety of arrangements that enable women to excel in their careers, including flexible working hours for work-life balance, maternity leave, and career coaching.

ACTED never uses external recruitment agencies and recruitment is always free of charge.

The necessity of ensuring the highest standards of efficiency, competence, and integrity, with proper attention to promoting diversity, is the most important concern in the recruitment and employment of staff at ACTED.

Applicants must provide complete and accurate information pertaining to their personal profile and qualifications to be considered for the current job opening. No amendment, addition, deletion, revision, or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided.

ACTED reserves the right to close this vacancy early if we receive sufficient applications for the role. Therefore, if you are interested, please submit your application as early as possible.