Reporting & Documentation Officer

Scope of Work:

The Reporting & Documentation Officer is responsible for timely, accurate, and high-quality narrative reporting and documentation for the School Meal Project. The role ensures compliance with the donor reporting requirements and supports evidence-based program management through structured documentation of activities, outputs, challenges, and lessons learned.

Key Responsibilities

• Prepare weekly, monthly, and final narrative reports for the School Meal Project in line with the reporting templates and timelines.
• Compile inputs from program, M&E, logistics, finance, and field teams for consolidated reports.
• Ensure reports accurately reflect project progress, outputs, achievements, and challenges.

• Maintain systematic documentation of project activities including distributions, school feeding operations, trainings, and monitoring visits.
• Organize and maintain soft and hard copies of reports, meeting minutes, approvals, and correspondence.
• Ensure proper version control and archiving of project documents.

• Coordinate with M&E and MIS teams to integrate verified data into narrative reports.
• Support data interpretation and presentation through tables, charts, and summaries.
• Ensure consistency between narrative reports and quantitative data.

• Conduct field visits to document school meal activities, including photos, success stories, and case studies.
• Support visibility and branding requirements in all documentation and reports.
• Draft human-interest stories and success highlights for donor communication.

• Ensure accuracy, clarity, and consistency of written content.
• Ensure compliance with the donor guidelines, reporting standards, and timelines.
• Review reports for completeness and obtain required approvals before submission.

• Liaise with Project Manager, M&E, Finance, Procurement, and field teams for timely information sharing.
• Participate in coordination meetings and capture action points and decisions.
• Support responses to donor queries related to reporting and documentation.

Required Qualifications & Experience

• Bachelor’s degree in Social Sciences, Development Studies, Communications, Public Administration, or related field (Master’s preferred).
• Minimum 3–5 years of experience in reporting, documentation, or program support in NGO/humanitarian projects.
• Prior experience with the donor-funded project is a strong advantage.
• Excellent written English skills with strong analytical and synthesis ability.
• Proficiency in MS Word, Excel, PowerPoint; familiarity with MIS systems is an asset.