Data, IT & Record Officer

Job Purpose

The Data, IT & Records Officer is responsible for developing, maintaining, protecting, and improving the Commission's information, technology, database, and records-management systems.

Because the Commission administers contributions and benefits for a potentially large membership population, this position is critical to ensuring that every member has accurate, secure, accessible, and properly maintained records.

The Officer will lead the transition from fragmented/manual records toward an integrated, reliable, and secure digital information-management system capable of supporting significant membership growth.

Key Responsibilities

A. Member Database Management

• Develop and maintain a centralized membership database.
• Ensure accurate registration and updating of member information.
• Establish unique member identification and data standards.
• Regularly identify and correct duplicate, incomplete, inconsistent, or out-dated records.
• Develop procedures for data verification and quality control.
• Produce membership reports and statistics as requested by management.

B. Pension Contribution Data

• Maintain accurate electronic records of member contributions.

• Develop systems for importing, validating, and reconciling contribution information.

• Work with Finance and Administration and Membership and Benefits teams to resolve data discrepancies.

• Develop mechanisms for tracking individual member contribution histories.

• Produce contribution reports for management and authorized users.

C. Benefits Data and Reporting

• Maintain electronic records of benefit applications and payments.
• Develop reports on retirement, withdrawal, survivor, or other approved benefit categories.
• Support benefits eligibility verification through accurate member data.
• Maintain historical member records required for benefit calculations and decisions.

D. IT Systems Development and Support

• Assess the Commission's current IT infrastructure and identify areas for improvement.
• Recommend appropriate hardware, software, network, database, and information-management solutions.
• Support the development or acquisition of an integrated Social Security/Pension Management Information System.
• Provide technical support to Commission staff.
• Maintain computers, networks, printers, internet connectivity, and other IT resources.
• Coordinate with external IT service providers where required.
• Develop user procedures and provide staff training on relevant systems.

E. Data Security and Privacy

• Establish appropriate data-access controls.
• Protect member information from unauthorized access, alteration, loss, or disclosure.
• Implement regular data backup procedures.
• Develop disaster-recovery and data-recovery procedures.
• Maintain records of authorized system users and access rights.
• Monitor potential data-security risks and report incidents to management.
• Promote a culture of confidentiality and responsible information handling.

F. Records Management

• Develop and implement a Commission-wide records-management system.
• Establish procedures for classifying, storing, retrieving, archiving, and disposing of records.
• Digitize important historical paper records where appropriate.
• Establish electronic document-management procedures.
• Ensure that member records can be retrieved efficiently when required.
• Maintain appropriate retention schedules for financial, membership, contribution, benefit, personnel, and governance records.

G. Management Information and Analytics

• Develop regular dashboards and management reports.
• Provide data for strategic planning and decision-making.
• Analyze membership growth, contribution patterns, benefit claims, geographic coverage, and other relevant indicators.
• Provide accurate statistics for Commission meetings, Church leadership, auditors, and authorized stakeholders.
• Department: Data, Information Technology and Operations

Reports To: Commissioner

Supervises: IT/data support staff, Data encoders

Duty Station: Addis Ababa, Ethiopia

Employment Type: Full-time

Required Qualifications and Experience

Education:

• Bachelor's degree in Information Technology, Computer Science, Information Systems, Database Administration, Data Management, or related field.
• Relevant professional certifications are an advantage.

Experience:

• At least 3 years of relevant professional experience.
• Experience in database management, information systems, records management, or IT administration.
• Experience with data security, backup, reporting, and system implementation.
• Experience in pension, social security, insurance, banking, NGO, Church, or membership-based organizations are an advantage.

Required Technical Competencies

• Database management.
• Information systems administration.
• Microsoft Office/Google Workspace or equivalent productivity tools.
• Data analysis and reporting tools.
• Electronic records/document management.
• Data security and backup.
• Ability to develop system requirements and work with software developers/vendors.
• Ability to translate organizational needs into practical IT solutions.