Reporting and Documentation Officer

Job Description:

Reporting:

• Prepare high-quality, timely, and accurate reports on the School Meal Program’s activities, outputs, and outcomes.
• Compile data and information from various sources to create comprehensive reports for internal and external stakeholders.
• Develop and maintain a reporting schedule to ensure all reports are submitted on time.
• Ensure reports comply with donor requirements and organizational standards.

Documentation:

• Maintain a systematic and organized filing system for all program documents, including reports, correspondence, meeting minutes, and other relevant materials.
• Ensure all program documentation is up-to-date, accurate, and easily accessible.
• Document key program activities, success stories, and best practices.

Data Management:

• Collect and analyze data from field staff, including Field Monitoring Assistants, to support report preparation and documentation.
• Ensure data integrity and accuracy in all reporting and documentation processes.
• Use data management software and tools to organize and present data effectively.

Communication:

• Coordinate with program staff, including the M&E team, to gather necessary information for reporting.
• Liaise with the Communication Officer in Islamabad to align reporting and documentation with overall communication strategies.
• Assist in the preparation of presentations, briefs, and other communication materials for meetings and stakeholder engagements.

Quality Assurance:

• Review and edit reports and documents to ensure clarity, accuracy, and coherence.
• Ensure all reports and documents adhere to organizational guidelines and donor requirements.
• Identify and address any gaps or inconsistencies in reporting and documentation.

Capacity Building:

• Provide training and support to field staff on reporting and documentation procedures.
• Develop guidelines and templates for reporting and documentation to standardize practices across the program.

Compliance:

• Ensure all reporting and documentation activities comply with organizational policies, donor requirements, and relevant regulations.
• Maintain confidentiality of sensitive information and data.

Position Type/Working Hours:

This is a full-time position with 40 working hours per week. Occasional evening and weekend work may be required as job duties demand.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Relevant Experience:

• Minimum of 3 years of experience in reporting, documentation, or a related role, preferably within an NGO or humanitarian context.
• Experience working with educational or school-based programs is an advantage.
• Proven experience in data analysis and report writing.

Note:  This position is required on an urgent basis, we recruit on a rolling basis and is contingent upon donor funding. Only shortlisted candidates will be called for an interview. As SIF reserves the right to accept or reject any or all CV(s) without assigning any reason. Preference will be given to local candidates. We are an equal employment opportunity employer and females are strongly encouraged to apply.