MIS & Documentation Officer

Location: Rajaori

About the Role:

We are seeking a rural development professional who will be the eyes and ears of our HRDP project in Rajouri—someone who understands how grassroots development programs actually work and can ensure our data systems capture that reality accurately. This isn't an IT role or a computer job—this is for someone who knows rural development inside out, has worked closely with communities and field teams, and can guide our community facilitators to document their work properly while maintaining the quality and integrity of our data.

You'll spend significant time in the field, understand what's happening on the ground, train community facilitators in simple and practical ways, and ensure our MIS reflects genuine program progress. If you're a development professional who values good documentation as much as good fieldwork, this role is for you.

About HRDP Project:

Holistic Rural Development Initiative in Rajouri district covers agriculture & allied activities, livelihoods promotion, skill development, natural resource management, women's SHGs, health & nutrition, education support, community infrastructure, and institutional strengthening. This multi-year, donor-funded project works with community facilitators across villages and requires robust documentation, regular portal reporting, and quality monitoring systems.

Key Responsibilities:

Field-Level MIS & Documentation

- Design simple, practical MIS formats and tools that community facilitators can actually use at grassroots level
- Ensure data collection systems capture what's really happening in villages—not just numbers but quality of interventions
- Work closely with community facilitators to understand their documentation challenges and create user-friendly solutions
- Collect and compile data from field—visiting villages, talking to facilitators, verifying information firsthand
- Maintain databases and trackers for all project activities, beneficiaries, expenditure and outcomes
- Ensure data quality by being present in field, cross-checking information, and catching inconsistencies early

Training & Capacity Building of Community Facilitators

- Train community facilitators on how to collect data, maintain records, take photographs, and document activities properly
- Explain documentation requirements in simple, practical terms that grassroots workers can understand and follow
- Provide continuous hand holding and support—not one-time training but ongoing guidance
- Develop easy-to-use formats, checklists and job aids that help facilitators remember what to document
- Conduct regular refresher sessions and address documentation challenges faced by field teams
- Build understanding among facilitators about why good documentation matters for project credibility
- Be patient and supportive—recognize that many facilitators may not be highly educated but are excellent field workers

Portal Reporting & Compliance

- Report project data on government monitoring portals (NRLM portal, state government systems, etc.) on time
- Ensure all required data is entered accurately on portals within deadlines
- Coordinate with government officials for portal access, clarifications and query resolution
- Track portal submission schedules and never miss reporting deadlines
- Prepare donor reports with accurate data and supporting documentation
- Understand what data different stakeholders need and ensure it's available when required

Project Monitoring & Quality Assurance

- Be the eyes and ears—conduct regular field visits to see what's actually happening in villages
- Monitor whether activities are being implemented as planned and documented properly
- Verify data accuracy by cross-checking reports with ground realities
- Spot gaps in implementation or documentation early and alert program manager
- Ensure community facilitators are following proper processes and maintaining quality
- Check that beneficiary lists are genuine, activities are of good quality, and funds are being used appropriately
- Provide constructive feedback to field teams on how to improve their documentation and implementation

Documentation & Reporting

- Compile comprehensive activity reports with photographs,…