• JOB TITLE: Documentation and Reporting Officer
• DEPARTMENT: Program
• Report to: Documentation and Reporting Senior Officer
• LOCATION: Sana'a with regular field visits 
• Duration: 1 Year  
• Closing Date: 30 March 2024

    
ABOUT Building Foundation for Development:

BFD is a non-governmental and non-profit Yemeni organization, that was established in 2014. BFD is a leading humanitarian-based and development-oriented organization, which over the years extended its coverage to several governorates, with a mission of working in a humane and transparent manner for the vulnerable groups in society and the affected groups through the implementation of sustainable development and relief programs of the highest quality.  Responding to all areas of humanitarian sectors, 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).
    
GENERAL JOB DESCRIPTION

MAIN PURPOSE: The position of Documentation and Reporting Officer will play a crucial role in ensuring the effective management of documents and creating extensive media coverage of project activities in the field. Additionally, the officer will provide valuable advice and support to BFD in terms of project advocacy and campaigns, as well as contribute to the conceptualization and organization of advocacy events aimed at reaching a wider audience. This includes developing and compiling relevant materials and concepts.

DUTIES & RESPONSIBILITIES

Documentation & Reporting:

• Plan and implement communications components of BFD or project (FCDO) and/or UN campaigns.
• 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.
• Build communications partnerships and media alliances:
• Reporting, Collate and analyzing project data 
• Reporting project training events in coordination with the project management
• Maintain good relationships while communicating with relevant clusters and donors.
• Reporting registration and verification for reproductive health activities 
• Regularly monitor 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 regulations.
• Conduct field visits and take the most important photographs.
• Supervising the process of documenting documentary films
• Draft 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;
• Video producers hired and supervised to production of relevant video material on the project’s work;
• 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;
• Maintained and expanded contacts with regional media; topics, background information, news-related developments, and coverage of interest to each identified.
• 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.
• Establish and maintain a records system of file movement within the field.
• 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 BFD’s General Administration.
• Keep all data and informational materials (stories, photos, videos, etc.) archived from project staff and beneficiaries, and assist in media drafting
• Document all project activities, and success stories and make media coverage in the media, such as news sites, channels, and others.
• Prepare and design 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 BFD’s 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 management.
• 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 BFD’s General Administration.
• This job description is not intended to be all-inclusive and the employee will also perform other related tasks as required.
• Any other duties as assigned.

Training / Development plan:

• Have got training in report writing and Communication Skills.

Performance appraisal:

• Based on Objectives & Competences Require by the project.

Required Qualifications and skills:

Experience and Qualifications:

• Bachelor’s degree, required; preferable in Communication /Reporting or a relevant field (humanitarian assistance and/ or development, economics and management).
• High diploma in English from a well-knowing institution/university.
• Minimum of 3 years of progressively responsible experience in, communications or documentation, project development, report writing, marketing or social media.
• Identify preferred requirements: Understanding of the principles of Core Humanitarian standards.
• Language: Fluency in English and in the local language of the duty station required.
• Proficiency in document management software, database systems, and Microsoft Office Suite.

Work Skills & Abilities:

• 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.
• Must be detail-oriented and able to work with a high volume of documents in a fast-paced environment;
• Ability to tailor language, tone, style, and format to match the audience.
• Able to utilize Open AI websites to create reports, success stories, and relevant content, it will leverage the platform's features, gather information, and generate insightful narratives.
• 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 have the ability 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)
• Broad knowledge and understanding of adaptation to UN Sustainable Development Goals and communities’ resilience would be a plus.
• 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

General Skills:

• A sense of creativity is essential.
• 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.
• Conscientious, with an excellent sense of judgment.
• Politically and culturally sensitive with qualities of patience, tact, and diplomacy.
• Fluent in English and Arabic, both spoken and written.

Behavioral/ Knowledge:

• Ability and willingness to work under pressure and handle multiple tasks.
• Knowledge of regulatory requirements and compliance standards applicable to documentation and reporting functions.
• Able to ensure quality delivery in a stressful environment, punctuality, and respect for rules and procedures, and adhere to deadlines.
• Strong interpersonal skills and ability to work independently, as well as part of a team.
• Strong communication skills and building positive relationships with colleagues and supervisors.
• Ability to interact well with people and proven experience of building strong relationships with community members 
• A confident, flexible, and initiative-taking attitude with the ability to work independently, to be proactive in working with others, a willingness and commitment to work long hours and/or over weekends, and to spend a considerable amount of time in remote field sites.
• 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.

Comply with all BFD’s policies :(Safeguarding policy, Code of conduct, Child protection, Safety & Security policy.) and other relevant policies and procedures.