Reporting and Documentation Coordinator | Job Description | Term Of Reference (TOR)

Job Description
Job Description of Reporting and Documentation Coordinator


Job Descriptions: Organization/NGO is the directing and coordinating technical authority for health. Organization/NGO recognizes that effective, integrated, and coordinated communication is integral to carrying out Organization/NGO’s goal to build a better, healthier future for people all over the world. The objectives of Organization/NGO communications at the country level are oriented towards enhancing the appetite for, and accessibility of, information relating to health issues of concern and encouraging behavior-changing activities based on this sharing of information. All communications staff across all offices are committed to making sure that Organization/NGO’s information, advice, and guidance effectively reach key audiences to protect the health of individuals, families, communities, and nations. Overall, this post will strengthen Organization/NGO’s communication capacity, with an emphasis on digital communications on public health issues of local, national, and international concern.

Reporting and Documentation Coordinator direct reports to Sr. Manager Program, Reporting & Documentation Coordinator is a crucial position to ensure projects & section reporting with the support of a specific project team. Based at Head Office, support and facilitate in reporting & documentation of different project activities and also provides technical backstopping in donor & organization visibility to the implementation teams at District offices, through continuous communication & frequent visits.


Support 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 R&D coordinator will provide the necessary support to Coordinators in reporting.

Reporting & Documentation Coordinator must ensure:

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

  • Assist Sr. Manager in strategic planning by providing input and feedback.
  • Assist Sr. Manager in developing concept notes and proposals.
  • Assist Sr.Manger in overall section reporting for internal and external.
  • Assist Sr.Manager in organizing events to publicize HIDL section achievements;
  • Assist Sr.Manager 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.
  • Implementation of strategic plans in alignment with the organization’s vision & mission.
  • 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 :

  • Ensure reporting of each project/s was submitted as per the planned date.
  • 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:


  • Support projects/program teams in showcasing their project achievements
  • Assist in time-to-time development of internal and external communication and standard presentation for donors.
  • Assist in the development of success stories, writing blogs and press releases
  • Maintain the data bank for success stories, research studies, and publications
  • Assist in the development of a monthly E-Newsletter
  • Support in the development of thematic capacity statements for donors
  • Support the IT team in updating the content on the Website.
  • Manage and regularly update the section’s mailing list
  • Periodically update the photo gallery of the section program and showcase the section’s significant work among stakeholders and donor communities
  • Assist in the development and timely dissemination of press releases
  • Assist in designing and bringing out seasonal greetings and key messages
  • Assist in the development of video documentaries and their dissemination
  • Assist in showcasing the section’s work through social media, such as on the Facebook page, Twitter, etc.
  • Develop and implement process documentation, communication, and dissemination plans in close consultation with the staff.


  • Assist in the development and bringing out section monthly, quarterly, biannual and annual reports
  • Develop and regularly update donors’ reporting calendar / Tracker
  • Provide support to project teams in understanding donors’ reporting requirements and formats
  • Ensure follow-up with project teams to meet donors’ reporting deadlines
  • Maintain quality of the reports through effective editing and proof-reading
  • Assist the management in liaison with donors
  • Address donors’ comments/queries on progress reports
  • Supports program staff in organizing and managing information regarding seminars, workshops, press conferences, high-profile donor meetings, and/or stakeholders’ meetings.

Key Performance Indicators (KPIs):

  • Submit donor-specific reports as per the agreed timeline.
  • Collect, Edit, Compiled, and report the success stories of project achievement.  
  • Ensure inputs in proposals and event reports.
  • Compile section reports and shared with relevant.
  • Participate in survey planning, tools development, and reporting


Reporting & Documentation 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 narratives of 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.

District Reporting Officers: Ensure continuous follow-up and guidance to mitigate the challenges in reporting of different funded activities and accomplish the deadline.  


D i r e c t :

·  Program Team along with the monitoring team  

I n d i r e c t :

·    Administration and Human Resource

F u n c t i o n a l l y :

·    Direct and indirect reporting to Coordinator Program and Officers

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.


·    People’s Person.

·    Positive and optimistic.

·    Collaborative.

·    Advisory.

·    Open to new ideas.

Experience and Education:

·    7 Years of diverse working Experience with min 3 years of Managerial Experience.

·    Masters (Preferably ).

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