Data Quality Assurance Officer at SmartStart South Africa

Job Description

Key Responsibilities

Data Quality Assurance Officer

Oversee the Quality Assurance Process

• Manage the entire stipend data collection process to ensure all data meets the highest standards of accuracy, validity, consistency, and timeliness.

Training and Support

• Train and provide ongoing support to franchisors/programme leads/ coaches on the accurate completion of required documentation, ensuring a thorough understanding of the data collection protocols.

Organize Training Sessions

• Plan and execute training programs on system processes, emphasizing the importance of complete and accurate stipend data entry to enhance data integrity.

Data Analysis and Interpretation

• Analyse stipend data critically to derive insights that inform and improve program implementation and management.

Supervise and Mentor Team Members

• Provide leadership to Quality Assurance administrators and interns, offering motivation, direction, and feedback on their assigned tasks to foster professional growth and high performance.

Monitor and Resolve Data Discrepancies

• Regularly review stipend data, conduct manual checks, and address discrepancies, ensuring all updates are accurately reflected in the database.

Data Reconciliation

• Perform data reconciliation across multiple databases to align with funder requirements, ensuring consistency and compliance.

Capacity Building

• Develop and enhance team capabilities by implementing standard operating procedures (SOPs) related to data management.

Liaison and Expert Advice

• Serve as the primary contact for the stipend data system, offering expert advice and promoting best practices to establish practical working standards across the organization.

 Reporting and Data Correction

• Generate reports on quality assurance activities, amend data as necessary to meet system and quality assurance standards, verify and correct inaccurate data identified by system reports or users, and monitor and evaluate the standards of information to ensure ongoing compliance.

 Grant Management and reporting 

• Assist with the preparation and submission of funder reports timeously by ensuring all documentation is submitted by relevant parties.
• Review documentation received and ensured it meets funder requirements in relation to activities and outputs.
• Thoroughly track allocated projects along the implementation cycles and provide regular feedback on project schedule, targets, and any risks.
• Be an internal point of contact for project details and updates on allocated projects.
• Ensure that all source documents are appropriately filed and files are properly labelled to facilitate retrieval of documents.
• Work with Monitoring, Evaluation and Learning (MEL) department to report on trends pertaining to document submissions, including accuracy, key recurring issues, etc.
• Work with manager to problem solve and provide suggested solutions to emerging challenges.

Requirements

Key Person Specifications

Qualifications & Experience

• Bachelor’s degree in Business Administration or Project Management or related field
• At least three years’ experience in data management, project management or related
• Proficiency in Microsoft Office, including advanced Excel 

Abilities, Skills, and Attributes

• Attention to Detail: Exceptional attention to detail, ensuring that no aspect of data collection, processing, or reporting is overlooked and that all outputs are of the highest quality.
• Analytical Thinking: Ability to critically analyze data sets for accuracy and consistency. Skilled in identifying trends, anomalies, and opportunities for improvement within data.
• Problem-Solving Skills: Expertise in diagnosing data problems and discrepancies, and developing effective solutions. Capable of thinking critically under pressure to resolve issues that may affect data integrity.
• Communication Skills: Excellent interpersonal and communication skills, capable of explaining complex data to non-technical stakeholders. Strong report writing and presentation skills are essential.
• Team Leadership: Ability to lead and motivate a team, providing clear direction and support to achieve high standards of work and meet strict deadlines.
• Adaptability: Flexibility to adapt to changing priorities and the ability to work effectively in a dynamic and fast-paced environment.
• Technical Proficiency: Strong proficiency with data management tools and software, including database management systems and data analysis software.