Junior National - Data Manager(s) 

KP TA - Validation and Functionalisation of HRMIS in NHSP Selected Districts for Effective Human Resource Management as per HR Norms of EPHS

Programme Overview 

Evidence for Health (E4H) is a Foreign, Commonwealth & Development Office (FCDO)-funded programme aimed at strengthening Pakistan's healthcare system, thereby decreasing the burden of illness and saving lives. E4H provides technical assistance (TA) to the Federal, Khyber Pakhtunkhwa (KP), and Punjab governments, and is being implemented by Palladium along with Oxford Policy Management (OPM).

Through its flexible, embedded, and demand-driven model, E4H supports the government to achieve a resilient health system that is prepared for health emergencies, responsive to the latest evidence, and delivers equitable, quality, and efficient healthcare services. Specifically, E4H delivers TA across three outputs:

Output 1: Strengthened integrated health security, with a focus on preparing and responding to health emergencies, including pandemics.

Output 2: Strengthened evidence-based decision-making to drive health sector performance and accountability.

Output 3: Improved implementation of Universal Health Coverage, with a focus on ending preventable deaths.

Position Summary

The objectives of the technical support for the HRMIS in KP DOH are:

1. Validate and functionalise the HRMIS in four NHSP-priority districts by aligning HR data with sanctioned posts and staffing norms of the EPHS.
2. Provide embedded support to the DOH in utilising validated HRMIS data for effective HRH planning, equitable deployment, and performance management.
3. Generate analytics to guide strategic HR decisions at both provincial and district levels and ensure periodic updates and continuous quality improvement of HRMIS data in the six previously validated districts.
4. Strengthen the capacity of district and provincial staff to maintain, update, and effectively use HRMIS for workforce planning and decision-making, ensuring sustainability in both newly targeted and previously supported districts.

Scope of Work and Methodology

Building on the foundation established in Phase I, a team of consultants will support DOH KP in expanding HRMIS validation and functionalisation to four additional NHSP-priority districts. The focus will be on improving HR data quality, standardisation, and system use, while ensuring alignment with national HRH datasets and approved staffing structures.

Implementation will be led by a provincial team and embedded district teams, working closely with the ADG HR, the focal point for technical assistance. The provincial team will provide strategic oversight and guidance, while the district teams (Haripur, Malakand, Kohat, Chitral Lower), based in their respective districts, will support HRMIS focal points (government employees) in validating and updating HR data. The key activities include the following.

1. The team will submit a workplan in Excel format, outlining roles, responsibilities, and timelines, within one week of signing the contract.
2. At the district level, the HR section of the DG office has already identified and trained HRMIS focal points. The team will compile this list and organise a one-day orientation workshop for District Health Officers (DHOs), Medical Superintendents (MSs) of hospitals, and the nominated HRMIS focal points. Conducted by the provincial team, the workshop will cover the HRMIS structure developed in Phase I, including standard data collection practices, use of sanctioned post and position codes, and data entry protocols. It will also provide an opportunity for participants to engage with the E4H data managers, who will be based in these districts and support them throughout the implementation.
3. Subsequently, after the orientation, the respective data managers will be based in these districts and work closely with the MS and DHO, providing fortnightly updates on the progress made. These updates will also be shared with the provincial HRMIS team.
4. The provincial team of designated HR and IT experts and Research Associate will provide continuous oversight, technical guidance, and troubleshooting support throughout the implementation process to ensure that the HRMIS remains aligned with established system standards and integration protocols. They will also periodically monitor and review the implementation status of HRMIS-generated analytics in six districts during the first phase of the TA.
5. The provincial team will convene bi-monthly review meetings under the HRMIS Technical Working Group (TWG), chaired by the Special Secretary (A/E). These meetings will assess progress, address implementation challenges, and review analytics to inform workforce planning and policy decisions.
6. In each selected district, district-specific data managers will conduct facility-level validation of HR data, verify sanctioned and filled posts, cadre distribution, and position codes, identify and correct errors, duplications, and missing information, and liaise directly with DHOs, MSs, and facility in-charges to provide hands-on support.
7. Following validation, district data managers will update the HRMIS, ensuring full compliance with national HRH datasets and approved post structures. Provincial HR and IT experts will support data integration and quality assurance.
8. Review meetings will be held after every two months under the HRMIS TWG and chaired by the Special Secretary (A/E). These meetings will assess progress, resolve implementation challenges, and review analytics to inform workforce planning and policy decisions.

Responsibilities

The Data Managers will work to achieve the following:

• Validated Data Report (Duly signed by the respective DHO and MS) – 25% Completion
• Validated Data Report (Duly signed by the respective DHO and MS) – 75% Completion
• Validated Data Report (Duly signed by the respective DHO and MS) – 100% Completion
• Support in conducting review meetings after two months and documenting minutes:

            1st meeting at the end of September 2025

            2nd meeting at the end of November 2025

            3rd meeting at the end of January 2026

            4th meeting in the mid of March 2026

Timeline and Days

The level of effort (LOE) for the role is 90 days from September 2025 – March 2026.

Requirement

Technical Expertise

• Bachelor’s or master’s degree in social sciences or related field with up to 5-10 years of experience.
• Familiarity with HR Data sets, Workforce Records, and digital platforms like HRMIS
• Proficiency in Microsoft Excel, Google sheets and Data entry Tools.
• Ability to liaise with Facility & District-level staff to reconcile Data & Document field level MoVs.
•  Experience in Cross Referencing Data sets from Payroll, Sanctioned Posts lists, Facility HR Records and HRMIS platforms.
• Skilled in identifying Data discrepancies, cleaning processes, and preparing structured datasets for analytics.

Competencies 

• Accuracy and attention to detail.
• Good interpersonal and coordination skills
• Ability to manage field data collection under time constraints
• Report Writing and MoV documentation
• Comfortable working independently and collaboratively with district teams