Documentation Specialist

2 weeks ago

Mumbai Metropolitan Region, India Ennoble Social Innovation Full time
Key Responsibilities:
  1. Proposal Documents:
  • Prepare comprehensive project proposals, including objectives, scope of work, timelines, budgets, and expected outcomes, ensuring alignment with the client’s needs and organizational goals.
  • Collaborate with internal teams to gather accurate and relevant information and tailor proposals accordingly.
  • Ensure consistency in branding, format, tone, and messaging across all proposal documents, adhering to organizational standards.
  • Manage the timely submission of proposals, coordinating follow-up communications and ensuring smooth interactions with clients or fund
  • Ensure quality control by reviewing and proofreading all proposals before submission.
  1. Need Assessment Reports:
  • Conduct detailed need assessments to identify project gaps, areas for improvement, and opportunities for growth, working closely with both internal teams and external stakeholders.
  • Compile findings into comprehensive reports that outline challenges, opportunities, and recommended actions, using both qualitative and quantitative data.
  • Collaborate with stakeholders to gather data through interviews, surveys, focus groups, or other methods.
  • Ensure that the recommendations provided are actionable, data-driven, and aligned with the organization’s strategic objectives.
  1. Impact Report
  •  Document and analyze the impact of projects, initiatives, or services using both qualitative and quantitative data.
  • Validate data and ensure accuracy before including it in reports, ensuring that all impact results are credible and traceable.
  • Create visually appealing representations of data, such as graphs, charts, and infographics, to clearly demonstrate project impact to different audiences.
  • Tailor impact reports to suit different audiences (e.g., technical for internal teams, simplified for funders), ensuring the message is appropriately conveyed.
  •  Write clear narrative summaries of the results, highlighting key outcomes and insights.
  1. Closure Reports:
  • Create comprehensive closure reports at the conclusion of projects, summarizing key deliverables, budgets, outcomes, and lessons learned.
  •  Coordinate with internal teams to ensure all project aspects have been documented, completed, and archived in compliance with internal standards.
  • Highlight key challenges faced during the project, solutions implemented, and recommendations for future initiatives.
  •  Ensure all project documentation is properly stored, accessible, and version-controlled for future reference.
  1. Annual Reports:
  • Collaborate with leadership and various departments to compile the organization’s annual report, ensuring that the document reflects the organization’s key achievements, financials, and milestones over the year.
  • Highlight critical metrics (e.g., programmatic impact, financial performance, stakeholder engagement) in an easily digestible format for different stakeholders.
  •  Create a compelling narrative that underscores the organization’s mission and impact, aligning it with organizational goals and external stakeholder expectations.
  • Manage the timeline for production and distribution of the annual report to ensure that deadlines are met.
  1. Coordination and Communication:
  • Work closely with cross-functional teams to collect data, ensure document accuracy, and gather feedback on reports.
  •  Regularly communicate document statuses to all relevant teams and manage the approval process for all reports, ensuring transparency and alignment.
  •  Actively resolve bottlenecks in gathering information and aligning team priorities to ensure deadlines are met.
  • Ensure consistency in document formatting, language, and style across all reporting materials to maintain professionalism and alignment with organizational standards.
  1. Process Improvement:
  • Continuously identify opportunities to improve the documentation process, standardize templates, and enhance report production efficiency.
  •  Standardize and maintain templates for reports (e.g., proposals, need assessments, impact reports) to improve consistency and reduce duplication of effort.
  • Suggest and implement tools and technologies (e.g., SharePoint, Google Docs, project management software) to streamline documentation workflows and improve collaboration.
  • Conduct regular documentation audits to ensure compliance with best practices and identify areas for further improvement.
Qualifications:

●       Education:

Bachelor’s degree in Communications, Technical Writing, Public Administration, Business, Public Relations, or a related field.

●       Experience:

  • 3+ years of experience in report writing, document preparation, or similar roles in non-profit organizations, public sector, or grant management.
  •  Proven track record of producing high-quality proposals, reports, or other professional documents in a fast-paced environment.

●       Skills:

  •  Strong written and verbal communication skills, with the ability to convey complex information clearly and concisely.
  • Advanced organizational skills with attention to detail and the ability to manage multiple projects simultaneously and meet tight deadlines.
  •  Proficiency in Microsoft Office (Word, Excel, PowerPoint) with advanced Excel skills (e.g., pivot tables, data analysis).
  • Experience with CRM tools or project management software, and familiarity with data visualization tools (e.g., Power BI, Tableau) is a plus.
  • Ability to create visually engaging and data-driven reports using graphs, charts, and other tools.
Key Attributes:

●       Detail-Oriented: Ensures accuracy in all documentation, reporting, and data presentation, with a strong focus on quality control.

●       Organized: Demonstrated ability to manage multiple projects simultaneously, prioritize tasks effectively, and meet deadlines.

●       Strong Communicator: Works effectively with cross-functional teams to gather, analyze, and report data while ensuring all stakeholders are well-informed.

●       Analytical: Able to interpret and analyze data, providing clear and actionable insights through written reports.

●       Team Player: Works collaboratively with internal teams, stakeholders, and external partners, maintaining a high level of professionalism and cooperation.

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