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Documentation:
- Develop progress reports (monthly, quarterly, bi-annual and annual) for projects being implemented by PFI’s State Office for timely submission to donors and other stakeholders
- Draft power point presentations, updates, meeting minutes, letters and email communication as required
- Develop and regularly maintain quality process documentation for all PFI projects and activities being implemented in the state
- Anchor the development of bi-annual newsletter under PFI’s Umeed project and ensure its widespread dissemination
- Ensure all organizational documents like project proposals, budgets, training modules, training reports, meetings & events-based documentation, SBCC materials & modules, monthly, quarterly, annual progress reports & other relevant documents are accurate, up-to-date, and properly archived.
- Ensure all photographs and audio – video documentation is maintained, regularly updated and archived for easy access
Reporting and Data Management:
- Support Knowledge Management (KM) Officer in managing the State Office’s MIS covering all PFI programs under implementation
- Support KM Officer in building capacity of district and field teams in record keeping and data management
- Search and analyse data trends and provide insights to support decision-making processes.
- Troubleshoot and resolve any issues related to the MIS, in consultation with Knowledge Management (KM) team.
- Coordinate with various district offices to collect and organize necessary documentation such as reports, photographs, media coverage etc.
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- Conduct regular audits of documentation to ensure completeness and accuracy
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General Duties:
- Provide training and support to staff on reporting and documentation practices.
- Participate in meetings and contribute to project planning and execution as required.
- Track compliances of key decisions taken in external and internal meetings
- Provide support to Lead and State Head, Population Foundation of India, Uttar Pradesh as per requirement on day-to-day basis
- Travel to the field sites to collect success stories, photographs, interviews and validations etc; ensure that all print and audio-video documentation is maintained, regularly updated and archived for easy access
- Provide content for various social media handles of the organization with project activities on regular basis
- Coordinate with various district offices to collect and organize necessary documentation such as reports, photographs, media coverage etc.
- Represent State Lead in external meetings and events as required
- Support State Lead in tracking field activities and monitoring program implementation as required
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- Any other tasks delegated by the supervisor from time to time
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KEY PERFORMANCE INDICATORS
- Timely and quality delivery of daily, fortnightly, monthly, quarterly, bi-annual, annual project reports
- Regular coordination and interaction with district and field staff to ensure timely compliance with action points and meeting minutes, emails etc
- Quality analysis and sharing of field data to enable course correction and timely decisions
- Updated inventory of PFI training and SBCC tools and job aids, reports, important communications, audio – video coverage of field activities etc
- High degree of responsiveness to requests for program updates and other information as required
- Confidentiality and security of sensitive information is maintained
COMPETENCIES
Striving for excellence: Understands and appreciates the critical role of documentation and reporting in achieving and demonstrating intended program impact, is able to maintain high quality data and provide program insights based on analysis of the same
Result Oriented: Takes ownership for time bound documentation & analytical reports, demonstrates flair for quick thinking & possesses positive, pro-active, problem-solving approach
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Working together: Is able to adjust to the team environment; works collaboratively across all PFI teams and offices, partners, and government. departments to build overall efficiency and effectiveness.
Financial diligence: Complies with financial and due diligence processes as laid out by the organization
Leadership: Represents State Lead at external platforms as required and demonstrates an ability to engage with confidence and clarity
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REQUIRED SKILLS
- Track record of successfully documenting field level projects activities, preferably on FP and SRH
- Excellent communication and representation skills with in-depth understanding of the program activities, expected outcomes and reporting tools
- Experience of managing and tracking day-to-day - field activities
- Knowledge of data analysis tools and techniques, documentation tools and software
- Fluency in written and spoken Hindi and English; ability work in Hindi (writing and typing) will be an advantage
- Knowledge of handling various social media handles [Instagram, FB, X (Twitter), YT etc.]
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