Senior Documentation Officer

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 192-member National Societies. The overall aim of the IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.”  The IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises. 

The IFRC is part of the International Red Cross and Red Crescent Movement (Movement), together with its member National Societies and the International Committee of the Red Cross (ICRC). The work of the IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality. 

The IFRC is led by its Secretary General, and has its Headquarters in Geneva, Switzerland. The Headquarters are organized into three main Divisions: (i) National Society Development and Operations Coordination; (ii) Global Relations, Humanitarian Diplomacy and Digitalization; and (iii) Management Policy, Strategy and Corporate Services.

The IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas.  The IFRC also has country cluster delegation and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat.

The Senior Documentation Officer will work in the Nepal consortium office based in Kathmandu. The Consortium Members (American RC, British RC, Canadian RC, Danish RC) have had a longstanding partnership with the Nepal Red Cross Society (NRCS) having worked closely with them for several years, during the April 2015 earthquake response and recovery, as well as in the delivery of disaster risk reduction, health and community preparedness programmes. This role is based in country with regular field visits to programme areas. It will specifically focus on the ECHO-funded project “Forecast-based Action and Shock Responsive Social Protection in Provinces 5 and Sudhur Paschim, Nepal (FbA-SRSP)” implemented by NRCS in Bardiya and Kailali districts, led by Danish Red Cross, in partnership with Humanity and Inclusion and technical support by the Red Cross Red Crescent Climate Center and UNICEF.

The Senior Documentation Officer will also collaborate with other consortium members of the Programme and PMEAL team and coordinate whenever required with the finance and administration and logistics teams.

The Senior Documentation Officer will report to the PMEAL Manager with dotted-line reporting to the ECHO Programme Manager. This position will closely coordinate with the project counterparts for this project in the NRCS Disaster Management department.

The overall purpose of this position is to ensure throughout implementation of the project, documentation and capture of lessons learned and evidence related to the development of the Forecast-based Action mechanism, including design tweaks related to the Social Protection system allowing the system to act in anticipation of a disaster and continue functioning during and after a disaster (business continuity) and specific aspects related to inclusion. 

The Senior Documentation Officer will not only document the outputs of activities but, also the processes followed and tools/documents developed throughout to implement activities, as well as the evidence collected, which will be consolidated in a set of recommendations from the project experiences and studies, presented and agreed among the FbA/SRSP practitioners, to influence the Government agenda/roadmap on FbA/SRSP. These recommendations from field experiences will also be disseminated in different strategic forums i.e. the Social Protection Task Team (with the support of UNICEF).

The Senior Documentation Officer will coordinate closely with the overall team involved in the project to ensure their contribution to this process of learning and documentation of best practices. Finally, the Senior Documentation Officer will support ad-hoc disaster operations – if occurring, with contributions specific to his/her area of expertise.

• Build the capacityof and support the consortium programme teamand NRCS staff and volunteers especially on documentation management of the FbA-SRSP project funded by the European Union Civil Protection and Humanitarian Aid Operations (ECHO).
• Systematically ensure documentation throughout the project as per agreed methodology:
  • Document the outputs of activities, the processes followed, the tools and documents developed throughout to implement activities.
  • Consolidate key decisions/findings/learnings into recommendations from the project experiences, including study results, so they can be presented and agreed upon/validated among the FbA/SRSP practitioners, before dissemination in different strategic forums and inclusion in a final briefing note produced at the end of the project to influence the Government agenda/roadmap on FbA/SRSP.
  • Ensure that all key decisions and major recommendations resulting from the project implementation process and activities are well captured, compiled and fed into the advocacy activities organised along the Action. 
• Ensure the documents produced throughout the project (i.e. SOPs, design tweaks to the Social Protection system, early actions, contingency plans, study results, simulation results etc.) are properly filed and shared with relevant stakeholders upon completion and validation. 
• Support the team to ensure the production/collection of minutes from meetings, workshops, local stakeholders and community consultations, especially when these contribute to the development of tools and mechanisms.
• Ensure the specific elements related to protection, gender and inclusion, and more specifically to disability inclusion, are well reflected throughout the documentation process.
• Coordinate closely with the overall team and partners involved in the project to collect their contribution to this process of learning and documentation of best practices and experiences.
• Conduct regular field visits to projects sites with NRCS counterparts and project team for ensuring the proper documentation management at field level capturing data collected and field learning.
• Provide support in producing monthly, quarterly and Annual Reports and Annual Progress Reports, including other relevant sectoral reports as per the need of the programme.
• Contribute to baseline and end-line assessments, final evaluations and final reports.
• Report progress to the ECHO Programme Manageragainst the indicators related to Documentation, to provide relevant quality information to ECHO.
• Document technical functions and specifications for new or proposed content management systems for the project.
• Keep abreast of developments in document management by reviewing current literature, talking with colleagues, participating in educational programmes, attending meetings or workshops, or participating in professional organizations or conferences.
• Exercise security surveillance and data protection policy over document processing, production, distribution, storage, or archiving.
• Conduct needs assessments to identify document management requirements of departments or end users.
• Develop effective and efficient documentation strategic guideline.
• Develop and implement effective dissemination strategies to the programme and the ECHO team on principles, process and achievements of project and document best practices and success stories of NRCS initiatives.
• Translate documents and reports from English to Nepali language and vice versa.
• Work closely with NRCS, and ECHO programme team members to develop/improve data collection tools that will allow systematic collection of evidence and data for generating learning and communication materials.
• Support in planning participatory workshops with NRCS, ECHO programme team and relevant stakeholders from implementing municipalities to facilitate collection and compilation of the learnings from the project.
• Support in content design and production of ECHO communication/visibility materials like presentations, newsletters, success stories, booklets, videos in close consultation with ECHO programme and PMEAL members. 
• Support the sharing of learning across programmes.

• Any other tasks specific to this position will be identified and agreed upon by the job holder and line-manager.
  

Work towards the achievement of the IFRC/Country consortium goals through effective managerial and bilateral relationship and teamwork