Ashray Foundation
Location: Rajouri, Jammu and Kashmir
Apply by: 07 Mar 2025
Relevant Sectors
Agriculture, Livelihoods, Microfinance, Rural, Urban
Environment, Climate, Energy, Water, Sanitation
Infrastructure, Technology, Engineering, Science
As the MIS and Documentation Expert, your primary responsibilities will include, but are not limited to:
1. MIS Management and Reporting
1.1. Develop, implement, and maintain the NGO’s Management Information Systems (MIS) to ensure accurate data collection, reporting, and analysis.
1.2. Generate regular reports (monthly, quarterly, and annual), including performance indicators (KPIs), financial data, and project-specific reports for management, donors, and stakeholders.
1.3. Ensure all data inputs are accurate, timely, and aligned with organizational needs, ensuring that program and project data is effectively captured and reported.
1.4. Develop automated reporting tools and systems to improve efficiency, reduce manual reporting efforts, and enhance data visualization.
1.5. Assist program teams in interpreting and analyzing data to support program evaluation, performance monitoring, and impact assessment.
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2. Documentation Management
2.1. Establish and maintain an organized system for storing and managing documents, including financial records, project reports, correspondence, and meeting minutes.
2.2. Ensure that all documentation is accurate, complete, and complies with NGO regulations, donor requirements, and relevant legal standards.
2.3. Develop and implement standardized documentation procedures and templates to enhance consistency across the organization.
2.4. Maintain the archiving system, ensuring that historical records are well-organized and can be retrieved efficiently.
2.5. Collaborate with various departments to ensure that documentation practices meet operational needs and comply with internal policies.
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3. Data Integrity and Quality Control
3.1. Oversee the accuracy and integrity of data within the MIS, performing regular data validation checks and ensuring that all data is reliable and error-free.
3.2. Develop and implement protocols for data cleaning and validation, ensuring that data collected across different programs meets quality standards.
3.3. Provide guidance to staff on data entry processes, ensuring consistency and quality across all levels of data capture and reporting.
3.4. Troubleshoot and resolve any data discrepancies and work with program staff to address any data-related issues.
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4. System Integration and Process Improvement
4.1. Work with the IT department to ensure that the MIS is fully integrated with other organizational systems (e.g., financial systems, HR systems, program management tools).
4.2. Identify opportunities for system improvements and automation to increase efficiency in data management, reporting, and documentation.
4.3. Regularly assess the performance of the MIS and make recommendations for upgrades, enhancements, or new technologies to improve data management and analysis capabilities.
4.4. Train and support staff across the organization on the use of MIS systems and data documentation processes.
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5. Donor and Stakeholder Reporting
5.1. Assist in preparing regular donor reports, ensuring that data and documentation meet donor requirements and deadlines.
5.2. Ensure that data collected for program and project reporting is aligned with donor expectations and project objectives.
5.3. Support the preparation of ad-hoc reports and data analysis for funding proposals, program reviews, and external evaluations.
5.4. Provide stakeholders with relevant data insights and reports to support the effective management and implementation of programs.
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6. Documentation of Procedures and Policies
6.1. Develop, review, and maintain standard operating procedures (SOPs) for data collection, MIS usage, and document management within the NGO.
6.2. Ensure that documentation processes are aligned with organizational policies and meet regulatory and compliance standards.
6.3. Coordinate with program teams to ensure that procedures for reporting, record-keeping, and data handling are clear and standardized across the organization.
6.4. Maintain comprehensive documentation of all systems, tools, and processes related to data and MIS for audit purposes.
Job Email ID:
hr(at)ashrayfoundation.org
