Deputy Manager (Contractual)-Documentation & Reporting, Bhasan Char, HCMP

BRAC

BRAC

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Summary

• Vacancy: —
• Location: Noakhali (Hatiya)
• Maximum Salary: Negotiable
• Experience: At least 4 years
• Published: 17 Dec 2024

Requirements

Education

Honors/Masters in any subject from any UGC approved University/Institution.

Experience

• At least 4 years
• The applicants should have experience in the following business area(s):
  NGO, Development Agency

Additional Requirements

• Identify potential risks related to documentation accuracy, data management, and compliance, and develop strategies to mitigate them
• Develop metrics and dashboards to track the performance of documentation processes and data consistency across field teams
• Work with IT teams to implement and maintain digital tools or software for document management and reporting, ensuring system security and accessibility
• Prepare and present consolidated project reports and data summaries to senior management and other stakeholders
• Assist in drafting or updating organizational policies and procedures related to documentation, reporting, and data management
• Propose and implement initiatives to streamline documentation workflows, enhance data accuracy, and improve the efficiency of reporting processes.

KNOWLEDGE, SKILLS & COMPETENCIES:

• Photography
• Advocacy
• Data Science
• Reporting & PowerPoint
• Video editing

Responsibilities & Context

Deputy Manager, Documentation & Reporting is to ensure accurate and efficient documentation, data management, and compliance with organization policies and regulatory standards. The role involves coordinating with teams, maintaining organized records, monitoring project reporting, and supporting field operations to enhance project effectiveness and accountability. Additionally, the role involves archiving project-related materials, monitoring document access, and collaborating with internal teams to standardize templates and formats

• Ensure that all documents are properly classified, filed, and stored in accordance with company policies and regulations
• Review and edit documentation for accuracy and completeness
• Work closely with the supervisor to coordinate research studies, ensuring efficient documentation, data management, and strict adherence to project timelines and protocols
• Organize online / in-person meetings with field staff, solve any arising issues, and report to the Supervisor
• Receive and check weekly reports (Data, Meeting minutes) from field teams; ask for clarification and further information from the field teams, if needed, and ensure consistency of the data
• Documenting and archiving all the project beneficiaries’ lists, distribution reports, memoranda and materials related to the project
• Monitor document usage, access, and retention to ensure compliance with legal and regulatory requirements
• Work with internal teams to establish standard documentation templates, formats, and styles
• Maintain and update a document database or library, ensuring that all documents are appropriately archived and indexed for quick retrieval
• Planning for the purchase of equipment, services, and supplies in collaboration with procurement division, assist team in releasing logistics from customs, maintaining liaison with procurement and custom, disbursing logistics to field sites from Head Office and maintain proper documentation
• Compile and complete the necessary documentation for updating SOP’s, Work Instructions and Forms
• Train employees on proper document handling and management processes
• Conduct field visits to collect additional information regarding project achievements and recommendations if required
• Conduct photography/Videography session during visit, sectoral programme & different stakeholder
• Event related report making & display to senior management
• Response to audit findings and resolve issues in the field
• Ensure the safety of Programme Participants, people who come into contact with the organisation and team members from any harm, abuse, neglect, harassment and exploitation including sexual exploitation and abuse (SEA) to achieve the programme’s goals of safeguarding implementation. Act as a key source of support, guidance and expertise on safeguarding for establishing a safe working environment
• Practice, promote and endorse the issues of safeguarding policy among team members and ensure the implementation of safeguarding standards in every course of action
• Follow the safeguarding reporting procedure in case any reportable incident takes place and encourage others to do so

Skills & Expertise

Monitoring and Reporting

Reporting and Documentation

Compensation & Other Benefits

• Mobile bill
• Festival Bonus: 2

• Health & Life Insurance
• Paternity/ Maternity leave
• Free Accommodation
• Others as per Organisation policy

Workplace

Work at office

Employment Status

Contractual

Job Location

Noakhali (Hatiya)

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