Data & Digital Systems Assistant

Posted 1 day ago

KAINUWA SUSTAINABLE DEVELOPMENT FOUNDATION (KSDF)

TERMS OF REFERENCE

Data & Digital Systems Assistant

Duty Station	Abuja
Employment Level	Programme Assistant – Junior / Early Career
Reports to	Program Director
Functional Relationships	Programme Leads; SDIU/HDIU Team; MEL/Data Team; Finance & Administration; consultants; government counterparts
Contract	Initially 12 months, renewable subject to performance and programme requirements

Role Rationale

This is a cross-cutting junior professional role, combining programme data management, digital data collection, reporting, basic automation and first-line IT support. The Assistant will support State Delivery and Insights Unit/ Health Delivery Implementation Unit (SDIU/HDIU) and the Execution Grant, FMoH HSS/HRH Investment, KSDF charitable and community-development activities, and other assigned programmes, strengthening data quality, reporting and digital systems across the portfolio.

The role is intentionally developmental, building practical capability in data systems, digital tools, automation and digital health, while remaining distinct from specialist Data Analyst, Software Developer, MEL or IT Officer roles

Capability Area	How the Role Uses It
Programme data & MEL support	Data collection, validation, cleaning, routine reporting, action tracking, and performance monitoring.
Digital systems support	Excel-based tools, SurveyCTO support, basic dashboards, Python scripting, and workflow automation.
IT & user support	Routine computer, printer, connectivity, software, account, and meeting-technology support.

The Programme Data, Digital Systems & IT Support Assistant will provide reliable programme data, digital systems, reporting, field-monitoring, and IT support across KSDF’s portfolio. The Assistant will help ensure that programme information is accurate, organised, validated, analysed, presented, accessible, and routinely used for decision-making. The position will also support the gradual automation of repetitive programme processes and strengthen KSDF’s internal digital working environment.

Key Responsibilities

The role will provide cross-cutting programme data, digital systems, reporting and IT support across KSDF’s programme portfolio, including the SDIU/HDIU and Execution Grant, Federal Ministry of Health and Social Welfare, including Health Systems Strengthening (HSS) and Human Resources for Health (HRH). (FMoHSW HSS/HRH)ZZZ Investment, KSDF charitable and community-development activities, and other projects that may be assigned during the period of engagement.

Programme Data and MEL Support

The Assistant will provide programme data and routine MEL support across assigned KSDF projects and workstreams. Responsibilities will include:
Maintain programme indicator, activity, implementation and action trackers across assigned projects.
Collect, consolidate and organise programme data from KSDF teams, government counterparts, facilities, beneficiaries and implementing partners.
Conduct basic checks for data completeness, consistency and accuracy across programme submissions.
Clean and maintain accurate and up-to-date programme and operational data, organise programme datasets and follow up on incomplete, inconsistent or missing submissions.
Support routine data verification, spot checks and other data-quality exercises across assigned projects.
Maintain evidence and documentation supporting programme activities, deliverables and milestones.
Assist programme teams to track activities against agreed indicators, targets, workplans and milestones.
Support preparation of weekly, monthly, quarterly and other routine programme data and reporting outputs.
Support programme teams in maintaining accurate and up-to-date implementation information for performance reviews and management decision-making.

Reporting, Dashboards and Documentation

The Assistant will provide routine reporting, data visualisation and documentation support across assigned KSDF projects, including:
Prepare basic tables, charts, summaries and descriptive analyses from programme data.
Support development and updating of simple programme dashboards and performance-tracking tools.
Prepare data and presentation materials for programme review meetings, technical meetings and stakeholder engagements.
Support preparation of meeting packs, presentations and routine programme reporting materials.
Maintain electronic programme folders, evidence repositories and supporting documentation.
Maintain meeting notes, action trackers and reporting calendars where assigned.
Support documentation of implementation progress, programme bottlenecks, agreed actions and follow-up status.
Assist programme teams with preparation and organisation of evidence required for grant, donor and management reporting.
Support the linkage between programme activities, indicators, deliverables and supporting evidence.

Digital Systems and Process Improvement

The Assistant will support digitalisation and practical process improvements across KSDF projects and internal programme processes. Responsibilities will include:
Identify repetitive manual programme and administrative processes that could be simplified, standardised or digitised.
Develop basic Excel templates, trackers, validation tools and other practical data-management tools.
Develop simple Python scripts or other approved automation tools under appropriate supervision.
Support migration of suitable paper-based or manual processes into structured digital formats.
Assist programme teams in improving the usability, consistency and efficiency of routine data and reporting processes.
Test digital tools before deployment and document identified issues and required improvements.
Maintain basic user instructions, change logs and documentation for digital tools developed or supported.
Support teams in the adoption and appropriate use of approved digital tools.
Escalate complex software-development, systems-integration or technical requirements to appropriate specialists.
Support the implementation, maintenance, and day-to-day use of organisational digital platforms and information systems.
Assist staff with user access, system configuration, troubleshooting, and basic technical issues.
Support the rollout and adoption of new digital tools and systems.
Maintain system documentation, user guides, and standard operating procedures.

First-Line IT and Digital Support

The Assistant will provide basic first-line IT and digital support across KSDF programmes, offices and assigned project activities, helping staff to use the organisation’s approved technology and digital tools effectively. Responsibilities will include:
Provide first-line support for computers, printers, scanners and other office peripherals used by KSDF and assigned project teams.
Support routine internet, connectivity and basic user-access issues.
Assist with software installation, updates, configuration and routine troubleshooting.
Support the setup of computers, user accounts and basic digital tools for new staff and project personnel.
Provide basic technical support during physical meetings, workshops, trainings and virtual sessions.
Support programme and project teams in the basic use of approved digital platforms and applications.
Maintain an up-to-date inventory of KSDF IT equipment and assigned project technology assets.
Support basic file-management, backup and other routine digital practices as directed.
Document recurring IT and user-support issues and escalate unresolved matters where necessary.
Escalate advanced hardware, networking, cybersecurity, server, systems or other specialised technical issues to the appropriate service provider or technical specialist.
This function is intended as first-line user support and does not constitute responsibility for enterprise IT infrastructure, cybersecurity management, software development or advanced systems administration.

KSDF Charitable and Social-Development Activities

The Assistant will provide data, documentation and digital support for KSDF’s charitable, community and social-development activities, as required across education assistance, medical support, community interventions and other philanthropic programmes. Responsibilities will include:

Develop and maintain accurate beneficiary databases for assigned interventions.
Support the digitisation of beneficiary registration, tracking and follow-up processes.
Support data collection during community and charitable programme activities.
Verify, clean and update beneficiary information to ensure data accuracy and completeness.
Maintain organised electronic records of beneficiaries, assistance provided and programme activities.
Track programme reach by location, intervention and relevant beneficiary categories.
Support follow-up surveys and beneficiary verification exercises where required.
Assist with documentation of programme activities, outputs, outcomes and beneficiary stories.
Prepare simple periodic data summaries and updates for management.
Support the collection and organisation of programme evidence, including photographs, attendance records, consent documentation and other supporting records.
Ensure beneficiary information and other personal data are handled confidentially and in accordance with KSDF’s approved data-protection requirements.

Data Governance and Confidentiality

Comply with KSDF data-protection and confidentiality requirements.
Maintain controlled access to sensitive datasets.
Avoid transferring programme data through unauthorised platforms.
Maintain appropriate password and access-management practices.
Follow approved data-sharing protocols.
Maintain backups and version control.
Immediately report suspected data loss, unauthorised access, or cybersecurity incidents.
Ensure personally identifiable information is handled only as authorised.

Programme Coordination and Documentation

The Assistant will work closely with the Technical Assistant to provide cross-cutting coordination and documentation support across assigned KSDF projects and programme activities, including:

Participate in relevant project, programme and technical meetings.
Maintain assigned meeting notes, action trackers and follow-up records.
Support programme teams in maintaining organised electronic project files and documentation.
Assist with preparation of meeting packs, presentations and other programme materials.
Support tracking of key programme deliverables, reporting timelines and assigned deadlines.
Follow up with responsible staff on routine data, documentation and reporting submissions.
Support workshops, trainings, field activities and stakeholder engagements across assigned projects.
Undertake other reasonable data, digital, documentation or programme-support duties assigned by management.

Key Deliverables

Functional and regularly updated programme data repositories for assigned KSDF projects.
Updated programme performance, activity and action trackers across assigned projects.
Clean, validated and documented datasets for assigned projects and workstreams.
Monthly programme-data summaries and routine data updates.
Basic dashboards and data visualisations for selected programme indicators.
Functional electronic data-collection tools where required.
Well-maintained programme evidence and documentation repositories supporting project and grant reporting.
Updated beneficiary databases for relevant KSDF charitable and social-development interventions.
Updated KSDF IT asset register and basic records for assigned project technology assets.
Basic digital tools, templates and automation solutions that improve routine programme processes and reduce repetitive manual work.
Routine data-quality reports identifying completeness, consistency and other data issues requiring follow-up.
User documentation and basic guidance materials for selected digital tools, databases and data-management processes.
Periodic summary of data, digital-system and process improvements made across assigned projects..

Key Performance Indicators

AREA	SUGGESTED KPI
Data completeness	At least 95% completeness for assigned routine datasets.
Data timeliness	At least 95% of assigned routine data processed/submitted within agreed timelines.
Data quality	Data discrepancies identified, documented and followed up.
Action tracking	At least 90% of assigned action points updated within agreed review cycles.
Reporting	Assigned monthly/quarterly reporting inputs delivered within agreed timelines.
Digitalization	At least 3–5 routine processes improved or digitized during Year 1.
Dashboard support	Assigned dashboards updated according to agreed schedule.
IT support	Routine IT requests acknowledged/resolved within agreed internal turnaround times.
Documentation	Programme files maintained according to agreed naming and version-control standards.
Professional development	Demonstrable improvement in Excel, Power BI, Python, digital data collection and data-management skills.

Qualifications and Experience

Essential

Bachelor’s degree or HND in Computer Science, Information Technology, Data Science, Statistics, or a related discipline.
Basic knowledge of Microsoft Excel and data-management applications.
Experience with digital data-collection platforms.
Ability to clean, validate, and organise datasets.
Basic programming or scripting capability.
Strong attention to detail and demonstrate ability to manage and analyse data accurately.
Good troubleshooting, organisational, and problem-solving skills
Strong attention to detail and good written and verbal communication skills.
Ability to work effectively with multidisciplinary teams.
Willingness to travel for programme activities.

Desirable

Experience with SurveyCTO, KoboToolbox, ODK, or similar systems.
Exposure to monitoring, evaluation and learning systems.
Experience with government or development-sector programmes.
Basic Power BI or other dashboard development experience.
Python for data processing and basic database concepts.
Experience supporting field surveys.

Recommended Development Plan

The role should be intentionally developmental. During the first 12-18 months, KSDF should expose the Assistant progressively to the following capability areas:

Advanced Excel	Power BI	SQL / database fundamentals
Python for data analysis	SurveyCTO / Kobo administration	DHIS2 / eCHIS concepts
Data-quality assessment	Dashboard development	Basic GIS

Recommended Organizational Positioning

This should be a programme position, not an Administration/IT position. Although IT support forms part of the duties, the greater institutional value to KSDF will come from placing the Assistant close to SDIU/, Execution Grant monitoring, HFC/registry/LIFT data, the federal HSS/HRH investment, and KSDF programme reporting systems. IT support should therefore remain a secondary responsibility.