Knowledge Management Officer At iMMAP Inc.

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Organization

iMMAP Inc. is an international nonprofit organization that provides Information Management (IM), analysis, and geoinformatics services to its partners—humanitarian and development organizations—helping them make informed decisions that ultimately deliver high-quality, targeted assistance to the world’s most vulnerable populations.

iMMAP supports humanitarian actors to solve operational and strategic challenges. Their pioneering approach facilitates informed and effective emergency preparedness, humanitarian response, and development aid activities by enabling evidence-based decision-making for UN agencies, humanitarian cluster/sector leads, national and international NGOs, and government operations.

iMMAP’s mission is to support global humanitarian and development efforts by delivering timely, relevant, and actionable information that drives informed decisions. We enable local stakeholders to take ownership of crisis response, fostering resilience and sustainable outcomes.

iMMAP envisions a world where everyone benefits from access to timely, relevant, reliable information and analysis that enables them to transform their lives.

Important Notice

  • The position is open until April 19th, 2026 but iMMAP Inc. will proceed with interviewing suitable and available candidates on a rolling basis and could close the hiring process before the set date. Please note that it is expected for the selected candidate to start, ideally, in his/her new functions by April 20th, 2026.
  • This is a home-based, part-time position. The consultant will be engaged for a total of 35 days over a period of nine months and will work under the leadership of the international M&E expert and in close collaboration with the international Data Visualization Officer and the national Monitoring & Evaluation Specialist.
  • Kindly note that iMMAP is the contracting employer, and the selected consultant will work closely with UNICEF for the implementation of the assignment described in this ToR.

Background

UNICEF Ukraine currently manages a large-scale partner reporting system that collects approximately 30,000 reporting records per month from around 80 implementing partners and multiple MoU/LoE arrangements. Reporting is conducted through an Excel-based template supported by Power Query, VBA macros, and advanced formulas, followed by a multi-layered validation process involving partner M&E staff, Field Offices, programme sections, and the Planning, Monitoring and Reporting (PMR) section.

While this model has ensured methodological compliance and reporting continuity, it has become increasingly resource-intensive, operationally fragmented, and misaligned with the scale and complexity of current programming. The full reporting cycle can take up to two weeks, excluding partner preparation time, and requires substantial manual verification, correction, and follow-up by UNICEF staff.

Several structural limitations affect the sustainability of the current approach:

  • Dependence on Excel as the core reporting platform, limiting scalability and automation.
  • Heterogeneous partner data-collection tools and limited standardization.
  • High manual workload for Field Offices and programme sections.
  • Absence of a centralized, structured data repository.
  • Limited ability to triangulate reporting data with other internal systems (e.g., TPM, AAP, financial data, etc.)
  • Constrained capacity for advanced analytics and automated risk detection.

Given the scale of operations and the increasing need for real-time analysis, cross-sectoral monitoring, transparency, and data-driven decision-making, UNICEF Ukraine has initiated a transition toward a modern, centralized reporting and monitoring ecosystem.

The proposed transition aims to move from a legacy Excel-based workflow to a scalable, structured system centered on ActivityInfo as the core reporting repository, with the potential integration of standardized digital data-collection tools (e.g., Kobo) in subsequent phases. This transformation is not solely a technical upgrade but represents an institutional shift requiring careful system design, structured governance, and coordinated implementation across PMR, programme sections, Field Offices, and implementing partners.

The initial phase of this transition focuses on the design and configuration of a centralized ActivityInfo-based reporting system that:

  • Maintains continuity of monthly reporting during the transition.
  • Reduces manual processing and file exchange.
  • Establishes automated validation workflows.
  • Centralizes dictionaries and metadata management.
  • Provides real-time submission tracking and data analysis.

In addition to establishing the centralized ActivityInfo reporting system, the assignment will also include the development of an expanded monitoring ecosystem. This will involve the introduction of standardized digital data-collection tools for partners (e.g., Kobo or equivalent), the design of interoperability mechanisms between data-collection and reporting platforms, and the integration of additional internal data sources. The objective is to improve data quality at source, reduce error rates, strengthen automation, and enhance cross-system interoperability within a unified monitoring architecture.

To support this transition, UNICEF seeks consultants with demonstrated experience in system architecture, data management, monitoring and evaluation systems, and capacity building, to design, configure, pilot, and support the rollout of the new reporting mechanism.

Objective

The assignment aims to transition from a fragmented, Excel-based reporting workflow to a structured, scalable, and centralized system that reduces manual processing, strengthens data quality, and enables real-time monitoring across programme sections and Field Offices.

Specifically, the system should:

  • Establish ActivityInfo as the centralized reporting repository, including database architecture, user roles, validation workflows, and structured metadata management.
  • Enable interoperability between data-collection platforms and ActivityInfo through automated data transformation and integration mechanisms.
  • Lay the foundation for future integration of additional data sources (e.g., TPM, AAP, Kobo forms, financial data) within a unified monitoring ecosystem.
  • Strengthen partner and UNICEF staff capacity through structured training, and documentation to ensure sustainable system ownership.

Description of Duties

The team of Experts (an international M&E Specialist, an international Data visualization officer, a natioanl Knowledge Management Officer and a national M&E Specialist) will be responsible for designing, configuring, piloting, and supporting the rollout of a centralized ActivityInfo-based reporting system and developing an integrated monitoring ecosystem for UNICEF Ukraine.

The assignment will include the establishment of ActivityInfo as the core reporting repository and the development of standardized digital data-collection tools and interoperability mechanisms to ensure structured data flows across systems.

The system must ensure continuity of monthly reporting while significantly reducing manual processing, strengthening validation workflows, improving data quality at source, and enabling cross-sectoral monitoring and analytics.

The assignment will include, but not be limited, to the following elements:

1. Inception and system architecture design

  • Review existing reporting workflows, Excel templates, validation chains, and metadata structures.
  • Conduct coordination meetings with UNICEF Programme Sections, Field Offices, and relevant stakeholders.
  • Develop and submit an Inception Report outlining technical architecture, database design, implementation plan, risk mitigation measures, and timeline.
  • Propose system governance structure, including roles, permissions, and validation flows.

2. ActivityInfo system configuration

  • Design and configure the ActivityInfo database architecture aligned with existing 5W structures.
  • Configure user roles, access levels, and record-locking mechanisms.
  • Support the development of structured reporting forms and validation workflows.
  • Enable automated status tracking (e.g., from submission to QA to validation and approval).
  • Test and refine data import processes from Excel templates.
  • Support retrospective migration of historical data where required.

3. Monitoring ecosystem and interoperability

  • Support design standardized digital data-collection tools for implementing partners (e.g., Kobo or equivalent).
  • Align digital forms with ActivityInfo reporting structures and dictionaries.
  • Develop automated data transformation and integration workflows between data-collection platforms (e.g., Kobo or equivalent) and ActivityInfo.
  • Pilot standardized tools with selected partners.
  • Refine tools and workflows based on pilot feedback.

4. Rollout, training, and capacity building

  • Develop user manuals and system documentation (English and Ukrainian).
  • Prepare and deliver onboarding sessions for UNICEF staff (CO and FOs).
  • Deliver training sessions for implementing partners.

Provide structured technical support and troubleshooting support during rollout.

  • Support the transition phase to ensure uninterrupted monthly reporting.

5. Data visualization and KPI dashboard

  • Develop basic analytics and reporting templates within ActivityInfo or integrated visualization tools.
  • Recommend mechanisms for anomaly detection, risk flagging, and cross-system triangulation.

6. Knowledge transfer and capacity building

  • Provide structured handover documentation.
  • Conduct technical knowledge-transfer sessions for PMR and relevant staff.
  • Submit a sustainability and maintenance roadmap.
  • Ensure no critical technical dependency remains exclusively with the service provider.
  • Develop guidance on long-term maintenance and ownership of data-collection tools.
  • Conduct capacity building session with UNICEF staff and Implementing Partners.

Deliverables

  • System design & configuration
  • Interoperability & data triangulation
  • Rollout & training
  • Final technical report

Specific deliverables of the national Knowledge Management Officer

  • Harmonized metadata dictionaries.
  • Training materials (EN/UA).
  • Training sessions delivered to UNICEF and partners.

Requirements

  • Bachelor’s degree in a relevant field (e.g. Information Management, Knowledge Management, Social Sciences, International Development, or related field); Master’s degree is an asset
  • Minimum 3–5 years of relevant professional experience in knowledge management, information management, or reporting, preferably in humanitarian or development contexts
  • Proven experience in developing and managing knowledge products (reports, briefs, lessons learned, case studies) and maintaining knowledge repositories
  • Strong writing and editing skills, with the ability to present complex information in a clear and user-friendly manner
  • Experience with knowledge management tools and platforms (e.g. SharePoint, Google Workspace); familiarity with data visualization tools is an asset
  • Good understanding of M&E frameworks and learning processes
  • Strong organizational, analytical, and coordination skills, with the ability to manage multiple tasks and deadlines
  • Experience working with cross-functional teams and facilitating knowledge-sharing activities
  • Fluency in English and Ukrainian required; knowledge of additional languages is an asset

Guiding Principles

Personnel is expected to conduct itself in a professional manner and respect local laws, customs and iMMAP’s policies, procedures, and values at all times and in all Countries.

iMMAP has zero-tolerance for sexual harassment, exploitation and abuse, human trafficking, child abuse and exploitation. Any violations of these principles and policies will be treated as serious misconduct.

iMMAP is an Equal Opportunity Employer regardless of background.

How to apply

To apply for the position, please follow the link https://careers.immap.org/jobs/1598