Documentation and Communication Coordinator | Job Description | Term of Reference (TOR)

Purpose of Position:

Rural Support Programme (BRSP) is a Non-political, Non-Religious, Non-Governmental, and Not Profit Organization, striving to bring improvement in the well-being of the rural communities of the country, with a presence throughout provinces and may provide you the details of the Job description. The overall mission of the Organization is to facilitate the establishment and improvement of sustainable livelihoods for the rural poor in Balochistan.

V i s i o n :

“A prosperous Balochistan where people especially the poor and women are provided with equal livelihood opportunities and are not socially and economically excluded”.

M i s s i o n :

“To harness the potential of the rural poor to help themselves, assume control of local development and improve their standard of living”.

The Position:

Reporting to Sr. Manager Program (North), the Documentation and Communication Coordinator, based at Head Office is a key position to support project Coordinators in external and internal reporting of the section & projects and designing appropriate IEC materials relevant to HID and Livelihood areas.   

Significance:

To support the Sr.Manager Program in the documentation of project/s activities through effective reporting for better information and management. Support to ensure the rights of vulnerable groups are appropriately presented through a number of communication products (reports, stories, case studies, etc) to donors and through the various types of IEC material to the humanitarian communities and the government for attaining affirmative social change.

The Documentation & Communication Coordinator must ensure:

S t r a t e g i c i n p u t :

• Assist Sr. Manager in developing concept notes and proposals.
• Assist Sr.Manger in overall section reporting for internal and external use.
• Support Section in organizing events to publicize HIDL section accomplishments;
• Support section in developing communication material that will assist effective implementation at the local level;

P r o g r a m m e M a n a g e m e n t :

• Provide technical support and input for consistent documentation and reporting.
• Technical support to the team in the development of project implementation strategies.
• Timely and accurate reporting to both internal and external entities.
• Provide input on documentation and communication issues to any guidelines, manuals, or other such documents

T e a m M a n a g e m e n t :

• Continuously review and improve the reporting calendar of the section.
• Setup processes documentation and assigns responsibilities to team members accordingly.
• Train, Coach, and develop a team to achieve the department’s objectives to assist Organization’s goals.

Specific Responsibilities:

• Develop and implement process documentation, communication, and dissemination plans in close consultation with the staff.
• Develop and print success stories/case studies for project-specific reporting.
• Develop section quarterly and annual narrative reports.
• Ensure photo archive of different project activities is managed and updated for internal and external use.
• Throughout the documentation process continually monitor transactions for compliance
• Independently responsible for verifying the accuracy of all transaction details prior to documentation, including customer legal name and organization structure
• Perform other projects and initiatives, as required, in order to enhance the effectiveness of the operations team, including helping team members and actively seeking and accepting assistance from peers
• Exercise discretion and independently make decisions through critical thinking and judgment
• Actively participate in training opportunities to gain proficiency and understanding of documentation transactions
• Accurately prepare transaction documentation packages specific to each approved transaction request
• Accurately prepare complex transaction documentation packages specific to each approved transaction request
• Seek ways to assist the supervisor in facilitating training, new segment and program development, mentoring team members, and initial review of negotiated documents
• Considered an active resource and/or trainer for a product, pricing, structure, and compliance with company requirements and/or policy within Operations and other departments as requested/required
• Confirming the accuracy of the sale order(s) by validating the proper documentation to meet insurance carrier requirements
• Support concerned project coordinator’s in designing and printing appropriate IEC material for the portfolio in the section.
• Provide backstopping support and technical guidance to the Coordinator and project implementation team with respect to the implementation of information and communication strategies/activities;
• Assist Sr.Manager Programs (North) in documenting meeting minutes of the progress review meetings and follow-up action plans.
• Support project coordinators in developing project quarterly narratives and MIS reports.  
• Provide feedback to Sr.Manager Program on any new funding opportunities.   
• Train, Coach, and develop a team to achieve the department’s objectives to assist Organization’s goals.

Key Performance Indicators (KPIs):

• Reports Developed and submitted as per the agreed timeline.
• Number of success stories and case studies developed.
• A number of IEC materials were designed and printed.
• HID and Livelihood data consolidated.

Authority:

The Documentation & Communication Coordinator will exercise his/her authority in the selection, advancements, and/or human resource decisions as envisaged in company policies and relevant procedure manuals. The financial authority will also be governed by financial policies, rules & regulations.

Internal and External Interactions:

• Sr. Manager HIDL: Providing support in preparing proposals, communication materials, donor-specific reports, and understanding donor compliance requirements regarding documentation and communication.
• HIDL Coordinator/s: Provide support in narrating project proposals, QPRs, and Annual Reports and attain initial drafts for external & internal reporting of project-specific achievements.
• District Program Manager/s: Close coordination with District Coordinators for uniformity of documentation and communication strategy and approach, as per the donor requirement.
• Manager PMER: Close coordination for developing section reports, event reports, and project-specific data management and collection tools.
• Manager ICT: Close coordination with manager ICT for developing MISs for outcome tracking and reporting of community institutions.

Knowledge & Skills:

·    Organization’s Vision, Mission & Goals.

·    Related local laws, guidelines, and standards.

·    livelihood opportunities.

·    Leadership and Team Building Skills.

·    Strong Negotiation skills.

·    Computer Skills.

Behavior:

·    People’s Person.

·    Positive and optimistic.

·    Collaborative.

·    Advisory.

·    Open to new ideas.

Experience and Education:

• Researches, recommends, and implements efficiency-improving tools and procedures and takes action/responsibility for developing databases, and reports)
• Supports departmental and franchise objectives, while adhering to the Johnson and Johnson Credo, local safety and environmental policy and procedures
• BA/BS required plus 4 years experience in computer science, project management, chemistry, library science, or business administration
• Knowledge of laboratory operations and document control procedures with a background in chemistry or biology lab operations and practices
• Experience managing complex relationships with internal and external stakeholders
• Demonstrated ability to build consensus and promote the exchange of information among project team members, project management staff, and elsewhere
• Demonstrated ability to convey and explain information clearly and tactfully
• Ability to work effectively on global teams
• Be responsible for the organization and administration of trading and logistics activities related to FG (finished goods) and Semi-FG export sale
• Closely cooperate with production centers, logistic service providers, and order management teams

For more information and details, kindly visit our website’s main page World Class blogs and Business Website Sherakat Network and also subscribe to my channel for more interesting videos and information Sherakat Vidme Entertainment LTD.