Monitoring and Documentation Officer

Role: Monitoring and Documentation Officer
Location: Pune
Job Purpose
The Monitoring and Documentation Officer will support the effective implementation, tracking, documentation, reporting, and knowledge management processes of the Transform Schools programme. S/He/They will be responsible for collecting quality data by following established processes, maintaining accurate programme records, tracking implementation progress, coordinating routine data collection, compiling field evidence, developing written and photo-based case studies, and documenting programme learnings, insights, success stories, and best practices.
Key Responsibilities
Programme Monitoring and Tracking
Develop Project Management and Evaluation Plan (PMEP) and track programme activities against approved work plans and implementation timelines.
Maintain updated records of school visits, trainings, meetings, workshops, assessments, and field activities.
Support programme teams in collecting routine implementation data from districts, schools, and field staff.
Ensure timely consolidation of activity reports and progress updates from field teams.
Assist in preparing monthly, quarterly, and annual programme progress summaries.
2. Documentation and Knowledge Management
Develop and maintain organised documentation systems (digital and physical) for programme records.
Ensure the accuracy, completeness, and timeliness of data collection, processing, and reporting to support evidence-based decision-making and knowledge sharing..
Compile training reports, meeting minutes, attendance records, field visit reports, photographs, case studies, and other supporting evidence.
Document programme learnings, best practices, innovations, and field-level experiences.
Draft success stories, human-interest stories, and short programme briefs for internal and external communication.
Support the preparation of donor documentation and programme communication materials.
3. Data Compilation, Record Management and Analysis
Compile quantitative and qualitative programme data received from field teams.
Ensure completeness and consistency of data entries before submission to the central programme team.
Maintain updated databases and trackers for programme activities and outputs.
Support data cleaning, verification, and analysis using EXCEL, PYTHON, R, etc., in coordination with programme and M&E teams.
Ensure safe storage and retrieval of programme records and supporting documents.
Lead the design, management, and continuous improvement of digital data collection systems to ensure timely, accurate, and efficient programme data capture.
4. Reporting Support
Support the preparation of periodic programme reports by collating field inputs and documentation.
Coordinate with programme teams to obtain timely updates and supporting evidence for reporting requirements.
Assist in formatting reports, presentations, annexures, and documentation packages.
Ensure that all reports are submitted within agreed timelines and in the required format.
Essential Requirements
Bachelor's degree in social sciences, education, public administration, development studies, statistics, economics, or a related discipline.
Minimum 3–5 years of experience in programme monitoring, documentation, reporting, MIS, or administrative support in the education or development sector.
Experience in maintaining programme records, compiling reports, and managing documentation systems.
Familiarity with data collection formats, data analysis processes, spreadsheets, dashboard development, and digital documentation tools.
Proficiency in MS Office applications (Word, Excel, PowerPoint, Google Sheets and Documents) and cloud-based file management systems; familiarity with digital data collection tools such as KoboToolbox will be an advantage.
Strong written communication skills in English, Marathi, and Hindi; ability to prepare clear and concise reports and documentation.
Good organisational and time-management skills with attention to detail.
How to Apply:
Click on the link here to apply: https://docs.google.com/forms/d/e/1FAIpQLSdYsP7JsATYlvC8OlnNg1dCcu27Pubsyu0D7Fcp1-_VF62Adg/viewform?usp=sharing&ouid=111738624154969079267
Or write to rashmi@peopleforaction.org with the subject line: 'Application for Monitoring and Documentation Officer (Pune)'
Please note that the shortlisting will be done on a rolling basis.
Transform Schools, People For Action is an equal opportunity organisation. We welcome and encourage applications from all communities, including underrepresented groups, marginalised communities, and individuals from diverse backgrounds, regardless of race, caste, religion, gender, disability, or social status.
https://www.transformschools.in | Twitter: @TransformEdu_ | LinkedIn: Transform-schools1909

Work arrangement
No