Monitoring & Documentation Officer

JOB CONTEXT

Responsible to : Program Manager
Responsible for : Project officer/Coordinator of partners and other staffs of
partners

Other relations in HelpAge : Field Coordinator, Nutrition Officer, I&R Officer, Sign
Language Instructor, Finance and Admin Officer, Finance
and Admin Manager, HR and Admin Officer of Cox’s Bazar
and Dhaka CO Office

Job Purpose
- To manage Monitoring and Documentation activities for the assigned projects
- To manage and provide technical trouble shooting support on digital data collection,
collation, and reporting

JOB RESPONSIBILITIES

In Aspect of Monitoring Part:
 Plan and organize the activities related to monitoring and documentation to ensure the
quality implementation of the project.
 Monitor and follow up of the progress of the project and responsible for coordination,
collection, and compilation of data on a regular basis and report to donor organization.
 Collect and analyze the monitoring data and share with project management with valid
recommendations to address the challenges.
 Ensure smooth functioning of web-based data collection.
 Provide technical support on digital data collection through KoBo, ODK/MoDA.
 Develop and strengthen monitoring, inspection, and evaluation procedures.
 Monitor project activities and progress towards achieving the project output.
 Develop and implement the MEAL framework for monitoring of project activities.
 Monitor the delivery of secure and accountable Age Friendly services through Age Friendly
Spaces (AFS) and outreach.
 Provide feedback to the Project Manager on project strategies and activities.
 Assist Program Manager with coordinating partner requests for technical support.
 To ensure effective collaboration with and support to HelpAge’s local partner
organizations
 To represent HelpAge with government authorities, donors, different organizations etc.
regarding the WFP emergency project
 To cooperate with HelpAge communications team to ensure effective public
communication on the project.
In Aspect Documentation Part:
 Ensure documentation on case studies, best practices, field experiences, newsletters, ebulletins, positive changes in beneficiaries' lives and other advocacy material.
 Support all co-staff to collect and manage the data and information related to the project
activities. Ensure reports & findings are communicated effectively through close
collaboration with the project team.
 Provide training, guidance, and support to project staff for utilizing monitoring tools,
technique, and calendar.
 Assist the Program Manager in preparing relevant reports.
 Provide input and update information related to project.
 Assist in conduction of study/research in responsible project and lead various surveys.
 Documentation of significant achievements and gather earnings, challenges, and field
experiences to set recommendations.
 Prepare and ensure timely and accurate monitoring, programmatic and periodic reports
for the donor agency.
 Attend various internal and external meetings, seminars, and workshops that are relevant
to the project.
 Develop computer-based monitoring and documentation systems, using KOBO, ODK,
SPSS etc.
 Perform any other related duties or responsibilities that may be assigned by the
organization and donor agency.

ADDITIONAL REQUIREMENTS

Extent of Authority:
The Monitoring & Documentation Officer will report to the Program Manager of the project.
S/he will have direct responsibility for providing technical support to the disability inclusive
humanitarian response project.
Other features of the job
The post-holder will be based in Cox’s Bazar and will be expected to travel in field locations as
70% time and when necessary.
Safeguarding Responsibilities:
Responsible for:
• Preventing harm and abuse from our people, operations, and programmes to anyone
that encounters our work.
• Report all safeguarding incidents they see, hear, hear about or suspect, using our
internal reporting mechanism.
• Complying with all safeguarding framework policies and practices.
• Completing mandatory training courses relating to our safeguarding policy framework
and comply with HR vetting procedures.
• Reporting and responding to safeguarding incidents reported to them by anyone
connected with our work, using our internal reporting mechanism.
• Supporting staff to embed safeguarding measures in their role.
For Field visit/Movement:
• Reducing the risk of harm and abuse in the field.
• Involving communities in the design of programmes and complaint response
mechanisms, be responsible for implementation and review.
• Attending specialist field training on safeguarding as required.
• Maintaining maps of support services for survivors.
• Receiving and responding to complainants/survivors and ensuring that no further harm
is done, following a survivor-centred approach, using the principles of psychological
first aid, and signposting to relevant local services as needed.
• Reporting all safeguarding incidents, they become aware of.
Program Management:
• Designing, implementing, managing, and reviewing safe programming that assesses
risk and implements mitigation measures to reduce the risk of harm and abuse to all
people that encounter our work, whether from people, operations, or programmes.
• Ensuring that communities and beneficiaries are consulted on the design of community
response mechanisms and know how to report safeguarding concerns.
• Contributing to the work of Safeguarding Committees in embedding safeguarding in
the working culture.
• Undertaking safeguarding investigations as required.
• Making downstream partners accountable for their safeguarding and ensuring training
is completed and safeguarding incidents escalated to our Board.
Person Specification:
Experience:
Essential
• Demonstrated at least 03 years’ experience in relevant field specially INGO/NGO.
• Experience or working knowledge of ageing and the issues facing older people in
humanitarian crises.
• Proven experience in facilitating MEAL activities especially data collection, analysis,
evidence-based report, survey/research etc.
Skills & Abilities
Essential
• Excellent facilitation skills in capacity building training for community people and of
relevant project stakeholders.
• Ability to mobilize and negotiates with a wide range of people and organisations.
• Excellent relationship and team building skills.
• Ability to work under pressure and meet deadlines.
• Ability to manage multiple and complex tasks regarding community issues.
• Ability to presentation skills and in writing quality reports and evidence-based documents
(in English & Bangla).
Desirable
• Competent IT skills, including experience of MS Word, Excel, Access, and PowerPoint
• Fluency in Chattogram Colloquial language especially in sign language
Personal qualities
Essential
• Commitment to equality opportunities
• Commitment to the Humanitarian principles
• Excellent community problem-prevention and problem-solving quality
• Multitasking and stress handing capacity
• Target oriented, proactive, and flexible approach



• Bachelor of Degree in any discipline especially Social Science / IT or Any other relevant subject
Desirable
• Adequate knowledge in work with Person with disability and older people in humanitarian
response
• Experience or working knowledge of disability and ageing in humanitarian crises.

OTHER BENEFITS

ADDITIONAL REMARKS

NOTE
This job description is intended as guidance and should not be viewed as inflexible as it may vary
from time to time in the light of strategic development of HelpAge program objectives.