MEAL, Documentation & Reporting Coordinator

ORGANIZATIONAL BACKGROUND:

Panchtara Yuwa Samrakshak Manch (PTYSM) is leading Karnali Province based NGO. It was registered in District Administration Office (DAO: 26/053), Jajarkot in 1997 and affiliated with Social Welfare Council (SWC: 6004/054) in 1998. The NGO was established by young development professionals and social workers having long experiences in rural development. The organization was established with the sole aim to create social justice through the empowerment of vulnerable groups. Since the establishment, it has been working for economically poor and socially disadvantaged groups including Dalit, indigenous and marginalized ethnicity; children, Person with Disabilities, and youths to ensure their equitable access to resources, opportunities, and decision-making processes. 

PTYSM has been consistently involved in project development and execution in coordination with GoN (DCCs, Municipalities, and LAs), I/NGOs, bilateral and multilateral agencies on various dimensions ranging from community mobilization and institutional building, livelihood promotion, entrepreneurship development, education, and capacity development, training, child right and child protection, awareness, agriculture, livestock and forestry, climate change adaptation and mitigation, community health, water sanitation and hygiene (WASH), Maternal and neonatal renewal energy, social accountability, gender, disability and social Inclusion (GEDSI), human rights and peace building; and DRR & CCA.  The organization is dedicated to the ideals of holistic and integrated development based on a harmonious balance of socio-culture, material and organization trusted on teamwork and development through social mobilization.

ABOUT PROJECT: Panch Tara Yuwa Samrakshak Manch (PTYSM) has been implementing Sahayatra-III Project in Jajarkot district in partnership with Save the Children International. The vision of the project is to secure rural vulnerable children’s rights to education, protection, sexual and reproductive health, and resilience, leaving no child behind. The overall project objective is to support to disadvantage girls and boys of Jarakot district.

JOB TITLE: MEAL, Documentation & Reporting Coordinator

THEME/PROGRAMME: Education, CRG and Child Protection, Sahayatra-III.

LOCATION: Jajarkot District- Chhedagad Municipality, PTYSM Field Office with 30% field visits to project locations.

TYPE OF CONTACT: Annual

ROLE PURPOSE:

The MEAL, Documentation & Reporting Coordinator will work closely with all Project Staffs of Organizations, CBOs and local governments and agencies working at Local Bodies (government and non-government) to create enabling environment and to facilitate/support in the project planning, implementation, monitoring, evaluation process to ensure the project activities are accomplished within the set quality/quantity and time. Under the direct supervision of Project Manager- Sahayatra III of Organization, MEAL Coordinator will be responsible to manage the overall functions of MEAL and documentation and reporting of Sahayatra III Project of the organization.

SCOPE OF ROLE:

Report to:  Programme Manager-Sahayatra III 

Staff reporting to this post: None

Budget Responsibilities: N/A

Role Dimensions: This is a key position to lead MEAL and Documentation and reporting functions of Organization. 

KEY responsibilities

Project planning and designing

• Develop/ review monitoring checklist based on quality benchmark. Translate it into Nepali, if required.
• Assist program team while developing program/ project M&E plan (indicator definition, indicator calculation process; data collection tool/ methodology, frequency for data collection, responsible person and use of the information).
• Technically support in developing monitoring tools and approaches.
• Support program team in finalizing quality benchmark (making it more monitor-able, specific, measurable, achievable, attainable, relevant, and time-bound). 
• Support program team during project planning (project planning meeting workshop, annual review meeting workshop).
• Support for the OPMIS System and Data entry

Documentation of the Organization/ Project.

• Conduct Process documentation, Lessons Learnt Workshops and Document/disseminate lessons learned, Challenges, and findings from the projects among the project team.
• Collect case studies/Success stories pertaining to program activities to be used as evidence-based justification of the program implementation monthly.
• Conduct field visits to gather evidence for the quality result of the program/ Project, and well documentation as organization property.
• Provide support project team to develop/ensure the standard forms/formats/tools during the program implementation.
• Document and ensure the quality of the activities photo as per the project requirements.
• Ensure maintenance of both qualitative and quantitative data.
• Support to the field level staff on how to collect the information about the program’s best-case stories that reflect the good initiatives, best practices behaviours change and change in social norms.
• Be responsible for proper storage of the documents, cataloguing, and retrieving as required.
• Be responsible for the document’s security, assigning access, and removing and destroying obsolete documents.
• Documenting standard operating procedures, best practices, case studies, and field research findings.
• Coordinate with the field officer s for facilitating documentation and Data recording. 
• Developing event reports by coordinating with concerned departments in the organization.
• Perform any other tasks as assigned by the supervisor. 

Reporting of the Organization/project/ Activity;

• Timely preparation of good quality project reports/reports of the program activities as required and as per schedule for internal use, donors and beneficiaries.
• Recording and reporting of all necessary information and database relating to the program team.
• Collecting/finalizing Case Studies and Success Stories from the beneficiaries as required. 
• Develop output and outcome indicators tracking sheet which are linked to project activities.
• Monitoring and documenting the progress of the program activities against agreed indicators, and collecting accurate and timely data of the program activities.
• Develop a performance monitoring framework to measure progress, effectiveness, efficiency, and achievement of the expected results, specifying qualitative and quantitative indicators, data sources, and data collection methods. 
• Lead, manage and motivate field staff, ensuring that they have clear objectives and receive meaningful feedback on their performance.
• Monitor beneficiary data and generate reports at regular intervals.
• Design & develop activity-level surveys & coordination of data collection, compilation as well as analysis.
• Ensure reports & findings are communicated effectively through close collaboration with the project team.

Media mobilization, Communication, and Visibility.

• Responsible for content collection, and compilation for all periodical publications.
• Content development for brochures, flyers, marketing materials, website, etc.
• Preparing announcements, press releases, news of the activity, presentations, technical documentation, etc.
• Handling social media platforms.
• Other required communication-related duties

Monitoring

• Conduct monthly quality monitoring against quality benchmark, share monitoring reports in line with preset quality benchmark findings and prepare action plan jointly with program team. 
• Ensure that the complaint feedback & action plan tracker have been maintained in the excel database and has also been successfully updated in the OPMIS.
• Conduct follow-up monitoring visits to materialize action agreed in action plan tracker and maintain 'Monitoring - Action Plan Tracker' at field level.
• Conduct quarterly output monitoring (Variance analysis, source verification & Progress of outputs) and share its finding with concerned program team.
• Conduct quarterly Data Quality Assurance (DQA) as per the guideline developed during the MEAL review meeting. 
• Review project tracking report (activities planned vs. achievements) along with the reason for its variance (Monthly). 
• Conduct joint monitoring in coordination with program and finance team and produce its report.

Evaluation

• Technically (comments on TOR and methodologies, finalize indicators, provide inputs in research questions, perform/ advise sampling tools and techniques, proofread draft reports) support program team and consultants while conducting situation analysis study, baseline, midterm evaluation and end-line evaluation. 
• Provide technical support in the field to program team while conducting CEMIS, QLF, IDELA, CREDI and child participation quality service delivery survey.
• Provide technical support to program team, consultants and Operation Research Coordinators while conducting formative and operational research.
• Analyze (conduct cross tabulations, perform statistical tests) baseline, midterm, and evaluation datasets as per the need and requirement of program team. 
• Ensure all the recommendations of evaluation are well incorporated in current and upcoming project plan.

Accountability

• Ensure that all staffs of the organization fully understand and promote accountability in general and to children in particular through training and coaching. 
• Establish an effective functional system for complaints/ feedback handling and response mechanisms at organization. 
• Designing community sharing tools (pocket/ wall calendar, hoarding boards, master flex prints and radio jingles) in close coordination with SC's MEAL team.
• Ensure community sharing tools are used properly (pocket calendar with MEAL's information, master flex print, radio jingles, toll free number and objectives of the activity/ project) with the beneficiaries.
• Capacitate, mentor and supervise MEAL Assistant(s) in managing complaint and feedback mechanism (accountability concerns).
• Ensure that the complaints/ feedback mechanism issues are addressed on time.
• Ensure the complaints and feedback have been successfully and timely updated in the OPMIS.
• Perform regular trend analysis (of various variables present in the CFM recording form) of complaints/ feedback at regional level and share it with program team.
• Conduct preliminary verification and prepare preliminary report in case of serious nature of complaints filed by beneficiaries/ communities. 
• Ensure that the complaints/ feedback mechanism guideline has been followed by all staffs within the PNGOs (staffs and board members). 
• Conduct complaints satisfaction survey rating (quarterly) and share with program team if required.

Learning

• Document learning's generated through MEAL approach.  
• Compile case studies (quarterly) related to MEAL good practices.
• Suggest program team to incorporate key learning's (generated via the CFM & Action Plan Tracker lodged in the OPMIS) in the upcoming plans and interventions. 
• Design and maintain innovative learning tools and approaches (via learning log) and ensure its use by the program team.

Leadership and Team Development

• Timely solved MEAL related issues.
• Ensure proper MEAL documentation (MEAL Rack: systematic filing of: filled up CFM forms; monthly MEAL documents; case verification reports; meeting minutes during case verifications) maintained by MEAL team at PNGOs.
• Generate innovative approaches and ideas related to MEAL in-order to strengthen MEAL system at PNGOs (during annual MEAL workshops). 
• Share MEAL issues, concerns, status, and updates during regional review workshops.

Reporting

• Generate monthly MEAL quality monitoring field visit reports (project/ program intervention), quarterly output reports, quarterly DQA report, comprehensive compliance monitoring report, intensive monitoring report, LQAS report and complaint satisfaction survey report and event report.
• Support program team to compile Total Reach data. 

QUALIFICATIONS AND EXPERIENCE

Master's Degree in Social Sciences, Development Studies, International Development, Social Work, Management or related disciplines and having at least 3 years’ experience in program/project monitoring, supervision, evaluation, reporting and documentation as well as in research in I/NGOs, or Bachelor's Degree in Social Sciences, Development Studies, International Development, Social Work, Management or related disciplines with at least 5 years of experience in program/project monitoring, supervision, evaluation, reporting and documentation as well as in research in I/NGOs.

Additional job responsibilities

The job duties and responsibilities as set out above are not exhaustive and the post holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Safeguarding obligation:

We need to keep children, adult at risk and community safe. The position holder is responsible to ensure that the position holder conduct is in line with the PTYSM and SCI’s Safeguarding policies. Hence our selection process includes rigorous background checks, reflects our commitment to the protection of children, adult at risk and community from abuse, exploitation, and harassment.

Safeguarding our Staff:

The post holder is required to carry out the duties in accordance with the PTYSM and SCI anti-harassment policy.

Interested candidates are encouraged to apply with an updated CV and Cover letter at panchtara.jajarkot@gmail.com addressing to The Human Resource Department, PTYSM Jajarkot, or can drop the hard copy of the CV and Cover letter at PTYSM Centre Office, Bheri Municipality-3, Khalanga, Jajarkot within 20th September 2024.

Note: Please indicate the position title while applying on the subject of your application. Special preference will be given to applicants who have experience working in Save the Children projects as well as previous Sahayatra-II projects. Also, priority will be given to GEDSI groups (Women, Dalit, Janajati, Person with Disabilities) and residents in the recruitment process. It is also informed to mention and self-declare with the application, If the person applying has any relationship with this organization or any conflict of interest. Only shortlisted candidates will be contacted. Telephone inquiries shall not be entertained.