Documentation and Reporting Assistant (River Nile) – BFD

Job Description

Section/Unit	MEAL
Supervisor	MEAL Officer
Duty Station	River Nile
Closing Date	26 August 2024

Building Foundation for Development (BFD) is an international non-profit, non-governmental organization that is committed to empowering the most vulnerable groups in society. BFD works in a humane and transparent manner to implement sustainable development and relief programs of the highest quality. BFD follows the four basic humanitarian principles of humanity, neutrality, independence, and impartiality to make a positive impact on the lives of people in need and to promote sustainable development in the communities it serves. BFD aspires to provide an integrated humanitarian and development response to conflict-affected areas through a professional, neutral, transparent approach, and through adherence to the Core Humanitarian Standards (CHS).

MAIN PURPOSE:  The position of Documentation and Reporting Assistant will be responsible for the maintenance of documents and make broad media coverage of news of project activities within the field. In Addition, will be responsible for providing advice and support to BFD/ project advocacy and campaigns, as well as Inputs to advocacy and events conceptualized and organized with a view to reaching wider audiences; to that end, concepts conceived and relevant materials developed and compiled. In addition, Overseeing and maintaining online outreach and produce information materials for public outreach.

Duties and responsibilities:

• Plan and implement communications components of BFD or project (Lifesaving integrated health and nutrition & WASH services intervention provided to targeted beneficiaries. 
• Inputs to advocacy and events conceptualized and organized with a view to reaching wider audiences; to that end, concepts conceived and relevant materials developed and compiled.
• oversee the collection, storage, retrieval, and dissemination of information. They may develop and maintain databases, digital libraries, and other information management tools. They also ensure compliance with data protection and security policies.
• Reporting, Collate and analyzing projects data.
• Reporting project training events in coordination with the project managementMaintain good relationships while communicating with relevant departments and donors.
• Regularly collection of data during the project progress at all its phases (project selection, designing, planning, and implementation)Reporting Complete weekly activity reports as well as provide reports on any variations or problems with the project implementation to the project team.
• Ensure that project and office documentation is in accordance with policies and regulationsDraft publications, brochures, fact sheets, and stories from the field to inform media and the general public on the work of BFD in the region, and its mandate and inter-linkages;
• Regular contributions to and advice provided on BFD materials, e.g. web site, reports, video productions, etc. to highlight regional/national initiatives and ensure visibility at the regional and international level;
• Organize field files and documents with a view to maintaining the office filing system in accordance with the Security Documentation and BFD’s Electronic filing system.
• Maintain the field’s documents archive, making sure files are properly stored and easily accessible; safekeeping of documents.
• Ensure document security in archiving.
• Make broad media coverage of news of project activities within the field.
• Send the required information materials to the Media Department of the Foundation’s General Administration.
• Keep all data and informational materials (stories, photos, videos, etc.) archived from project staff and beneficiaries, and assist in media draftingDocument all project activities, and success stories.
• Prepare and designing various reports for the project, whether: prints or posts for social media.
• Edit and draft news content for all field project activities to be compatible with publishing on the organization website as well as social networking pages.
• Interview beneficiaries and write success stories of the project.Collecting weekly and monthly reports from the field staff, and submitting them to the project managment.
• Periodically electronic archiving, and periodically supplying files and data to BFD Communication.
• Collecting information, documents, photos, activity and training records, Beneficiary selection processes, Distribution records, Insurance documents, monitoring reports, Final reports, and success stories from engineers and field staff, arranging and archiving them, and raising them on a routine basis to the organization General Administration.
• This job description is not intended to be all-inclusive and the employee will also perform other related tasks as required.

Minimum Qualification, Skills and Experience Required:

• Bachelor’s degree, required; preferably in Communication /Reporting or a relevant field (humanitarian assistance and/ or development, economics and management).
• High diploma in English from a well-known institution/university.
• Minimum of 2 years of progressively responsible experience in, communications or documentation, project development, report writing, marketing or social media.
• Language: Fluency in English and in the local language of the duty station is required.
• Skilled writer and synthesizer of diverse and complex information, helping teams generate new insights into their work, the needs of their country and the region, and how program impact can be scaled.
• Strong communication and facilitation skills and ability to establish good working relationships with colleagues and stakeholders in a sensitive environment.
• S/he must be able to respond quickly to requests for information.
• Excellent data analytical skills and interpretation.
• S/he must be able to write clearly and concisely and have sound quantitative skills (managing, analyzing, and interpreting data).
• Proficiency with MS Office software required (Outlook, Word, Excel, PowerPoint).
• Proficiency in graphics programs (photoshop, and Illustrator in Design)Ability to travel independently, including to rural communities and work long hours.Ability to quickly learn new systems, processes, and procedures and adapt local practices to global standards.
• Demonstrated attention to activity tracking detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members is required.
• Talent for organizing and cataloging information is essential.
• Ability and willingness to work under pressure and handle multiple tasks.
• Ability to interact well with people and proven experience of building strong relationships with community members Committed to the values and ethics of BFD.
• Understanding of and commitment to safeguarding, child safety, and protection from sexual abuse and exploitation principles.

Core Humanitarian Standards (CHS): The role holder is required to carry out the duties in adherence to the Core Humanitarian Standards, the values and principles outlined in BFD’s policies such as Code of Conduct, Prevention of Sexual Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, Anti-Retaliation, and other internal policies and guidelines.

Equal Opportunities: The role holder is required to carry out the duties in accordance with the BFD Equal Opportunities and Diversity policies and procedures

Please do not apply unless you meet the minimum application requirements, otherwise, you will not be considered. 

How To Apply

Please, submit your CV, work certificates, and qualifications online through the HAC Office in River Nile State , a telephone contact number, and two professional references,  closing date: 26.08.2024, at 14:00 

Females are highly encouraged to apply

Note: Priority will be given to candidates from the locality and residing in it.

Please note that only short-listed candidates will be contacted!

No Fee:

BFD DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING).