About the Role:We are seeking a rural development professional who will be the eyes and ears of our HRDP project in Chamba—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 Chamba 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 & DocumentationDesign simple, practical MIS formats and tools that community facilitators can actually use at grassroots levelEnsure data collection systems capture what's really happening in villages—not just numbers but quality of interventionsWork closely with community facilitators to understand their documentation challenges and create user-friendly solutionsCollect and compile data from field—visiting villages, talking to facilitators, verifying information firsthandMaintain databases and trackers for all project activities, beneficiaries, expenditure and outcomesEnsure data quality by being present in field, cross-checking information, and catching inconsistencies earlyTraining & Capacity Building of Community FacilitatorsTrain community facilitators on how to collect data, maintain records, take photographs, and document activities properlyExplain documentation requirements in simple, practical terms that grassroots workers can understand and followProvide continuous handholding and support—not one-time training but ongoing guidanceDevelop easy-to-use formats, checklists and job aids that help facilitators remember what to documentConduct regular refresher sessions and address documentation challenges faced by field teamsBuild understanding among facilitators about why good documentation matters for project credibilityBe patient and supportive—recognize that many facilitators may not be highly educated but are excellent field workersPortal Reporting & ComplianceReport project data on government monitoring portals (NRLM portal, state government systems, etc.) on timeEnsure all required data is entered accurately on portals within deadlinesCoordinate with government officials for portal access, clarifications and query resolutionTrack portal submission schedules and never miss reporting deadlinesPrepare donor reports with accurate data and supporting documentationUnderstand what data different stakeholders need and ensure it's available when requiredProject Monitoring & Quality AssuranceBe the eyes and ears—conduct regular field visits to see what's actually happening in villagesMonitor whether activities are being implemented as planned and documented properlyVerify data accuracy by cross-checking reports with ground realitiesSpot gaps in implementation or documentation early and alert program managerEnsure community facilitators are following proper processes and maintaining qualityCheck that beneficiary lists are genuine, activities are of good quality, and funds are being used appropriatelyProvide constructive feedback to field teams on how to improve their documentation and implementationDocumentation & ReportingCompile comprehensive activity reports with photographs, attendance sheets, participant details and outcomesDocument success stories, case studies and testimonials from beneficiariesMaintain organized filing—both physical and digital—of all project documentsPrepare monthly, quarterly and annual progress reports for management and donorsCreate presentations and materials for review meetings and donor visitsEnsure all documentation meets organizational and donor standardsTeam Guidance & CoordinationWork closely with program manager to provide ground-level intelligence and implementation updatesGuide field teams on what needs to be documented, how to maintain records, and what quality looks likeBe the go-to person for community facilitators when they have questions about documentation or reportingCoordinate between different thematic teams to ensure integrated documentationShare data updates, progress status and key findings with project team regularlySupport program manager with data-backed insights for decision-makingStakeholder CoordinationServe as single point of contact for all project data and informationLiaise with government departments for data sharing and coordinationSupport interactions with external evaluators, auditors or visitors requiring project informationRespond to data queries from donors, management and other stakeholdersEssential Qualifications:Master's degree in Rural Development, Rural Management, Development Studies, Social Work, Agriculture Extension, or related field (mandatory)3-4 years of hands-on experience working in rural development or grassroots programs with strong documentation/MIS componentDeep understanding of holistic rural development—agriculture, livelihoods, SHGs, community institutions, NRM, women's empowermentExperience working directly with community-level workers, volunteers, SHG members, or village-level functionariesGood working knowledge of MS Excel, MS Word, MS PowerPoint (not expert level, but comfortable with basic data management)Experience training or building capacity of grassroots workersFamiliarity with government rural development programs (NRLM, MGNREGA, etc.) and their reporting systemsMust-Have Skills & Competencies:Rural Development Expertise: Deep understanding of how grassroots programs work—not theoretical but practical, ground-level knowledgeField Orientation: Genuinely comfortable spending time in villages; connects well with community facilitators and rural communitiesTraining & Handholding: Ability to train and support grassroots workers with patience, simplicity and practical guidanceDocumentation: Strong documentation skills—can write clear reports, compile information systematically, maintain organized recordsData Quality Consciousness: Natural instinct to verify information, catch inconsistencies, ensure accuracyCommunication: Ability to explain things simply to people with varying education levels; good listening skillsObservation Skills: Sharp eye for what's happening in field—can spot gaps, quality issues, or data problemsOrganizational Skills: Systematic in maintaining files, trackers, schedules and deadlinesBasic Tech Skills: Comfortable with Excel for data entry and basic analysis, Word for reports, email, portals (not IT expertise, but functional comfort)Analytical Thinking: Ability to look at data and understand what it's telling about program progress and qualityMust-Have Traits & Personal Attributes:Eyes and ears of the project - knows what's really happening in villages; picks up on issues through field presence and observationsDevelopment sector grounding - understands rural contexts, community dynamics, challenges of grassroots implementationQuality guardian - doesn't accept incomplete documentation or inaccurate data; maintains standardsPatient trainer - can train community facilitators multiple times without frustration; adapts training to their levelDetail-oriented - catches errors, spots inconsistencies, ensures completeness in documentationProactive & self-driven - doesn't wait for instructions; sees what needs to be done and does itTeam guide - naturally helps others improve; shares knowledge; builds capacityGrounded & practical - creates documentation systems that actually work in field conditions, not complicated academic frameworksHonest & transparent - reports realities as they are; doesn't manipulate data to make things look goodField-first mindset - sees field visits as the core of the job, not desk workOrganized & systematic - maintains neat records; meets deadlines; keeps information accessibleCalm under pressure - handles multiple data requests, tight reporting deadlines, and field issues without panicWhat Makes a Candidate Stand Out:Previous experience working in Himachal Pradesh or hill areas; understanding of mountain communities and their livelihoodsExperience with NRLM projects—understanding of SHG structures, VO/CLF functioning, community institutionsExperience working with women's SHGs, producer groups, or community-based organizationsKnowledge of participatory rural appraisal (PRA) techniques and community needs assessmentExperience in integrated rural development projects covering multiple sectorsFamiliarity with livelihoods programs, agriculture extension, watershed management, or skill development initiativesUnderstanding of government schemes like MGNREGA, PMAY, PMKSY and how they work at village levelProficiency in Hindi and local Himachali dialectsPhotography skills for field documentationPrevious experience training village-level volunteers, SHG members, or community resource persons
Job Title
MIS & Documentation Officer