MEAL, Documentation, and Reporting Coordinator

Village Development and Save the Environment Forum (VDSEF) Nepal Kalikot

Vacancy Announcement

Date of publication: 9 July 2024

Village Development and Save the Environment Forum (VDSEF) Nepal is a non-profit organization working in Kalikot district for more than 24 years in the fields of child rights, health and nutrition, climate change, poverty reduction, and protecting and promoting the economic, social, and Cultural rights of marginalized and disadvantaged communities. VDSEF Nepal aims has aim to promote peace, stability, and sustainable development in Kalikot district. VDSEF Nepal has previous working experience collaborating with different civil society organizations (CSOs) and government authorities to improve child rights, health and nutrition, climate change, livelihoods, and human rights in marginalized and vulnerable communities, such as women, including single mothers, youths, children, friendly and elderly persons, Dalits, and ethnic minorities. 

SAHAYATRA-III Project is being implemented in Tilagupha Municipality and Subhakalika Rural Municipality in partnership with Save the Children. The project is actively engaged in programs focusing on Education, Child Rights Governance (CRG) and Child Protection (CP), Sexual and Reproductive Health and Rights (SRHR), and climate change in Kalikot district. VDSEF Nepal is currently inviting applications from qualified Nepali citizens committed to delivering results for the following positions for the project:

Vacancy Position

1. MEAL, Documentation, and Reporting Coordinator - 1 Position

Location: Kalikot District, Project Office, Subhakalika Rural Municipality

Summary: This is a key position to lead the MEAL, documentation, and reporting functions of the organization.

Qualifications and Experience: Master's degree in management, and social science, and having 2 years’ experience in project monitoring, supervision, evaluation, reporting, and documentation, as well as in research work. Bachelor's degree in management, education, BPH, or social science with 3 years of work experience in related field.

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:  Project Manager - Sahayatra III 

Role Dimensions: This position is key position to lead MEAL, Documentation and Reporting functions of the 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 organizational property.
• Provide support to the project team to develop/ensure the standard forms/formats/tools during the program implementation according to SC branding compliance.
• 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 behaviors change and change in social norms.
• Be responsible for proper storage of the documents, cataloging, 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 officers 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 as per organizational policy and compliance.
• 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 total reach report, 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.

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 VDSEF 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 VDSEF and SCI anti-harassment policy.

APPLICATION Method:

Qualified Nepali citizens meeting the above criteria are requested to send their updated CV and application with two references to the vacancy. vacancy.vdsef@gmail.com Or direct to VDSEF-Nepal Kalikot, Khadachakra 1 Manma Kalikot Head Office by July 15, 2024, before 5:00 p.m. Applications from marginalized, disadvantaged communities, residents District, individuals are highly encouraged to apply, and preference will be given to relevant field and only shortlisted candidates will be invited for further assessment. Telephone inquiries will not be entertained.