MIS and Documentation Officer

Young Power in Social Action (YPSA) <www.ypsa.org>, established in 1985 (International Youth Year) is an organization for sustainable development working in Dhaka Division, Sylhet Division, Chattogram Division including Chattogram Hill Tracts.

Young Power in Social Action (YPSA) is implementing a sub-project titled “Adopting technologies and practices for resilient green growth in Fisheries sub-sector”, as a part of the ‘Sustainable Microenterprise and Resilient Transformation (SMART)’ project. This sub-project aims to increase resource-efficient and resilient green growth of microenterprises (MEs) under Pisciculture sub-sector. The project is jointly financed by the World Bank, Palli Karma-Sahayak Foundation (PKSF), and Young Power in Social Action (YPSA).

Project area/Location: Chattogram and Feni District. Extensive Field visit is required across the Project sites

Job location: Chattogram and Feni

Duration: The employee will initially be hired for a one-year term, with the possibility of extending the contract till 30 June 2028, based on satisfactory performance.

Key Responsibilities:

The ‘MIS and Documentation Officer’ will work under the direct supervision of the Project Manager and will undertake following duties and responsibilities, which are essential but not limited to:

Monitoring, Data Collection and Record Keeping

• Ensure that the baseline study and final evaluation of the sub-project level is completed smoothly and effectively;

• Monitor the implementation of project-level activities by visiting the fields frequently;

• Conduct field-level and real-time data collection maintaining consistent data collection standards/guidelines and/or protocols;

• Ensure proper record keeping of data and provide required support to team members during Resource-Efficient and Cleaner Production (RECP) screening/profiling and filling up the MIS reporting templates/forms;

• Proper archiving/preservation of collected data to meet the periodic data needs;

Data Verification, Entry and Cleaning

• Verify the authenticity and validity of the collected data by cross-checking with other records and re-visiting project participants;

• Implement the real-time data collection using tab/mobile applications;

• Input verified data into relevant databases or software systems;

• Perform data cleaning to remove duplications, errors, or inconsistencies;

• Ensure that the integrity of data is maintained throughout the entry process;

MIS Reporting and Documentation

• Maintain organized and accessible records of all data and activities;

• Assist Project Manager to prepare monthly/quarterly/yearly project progress report;

• Document and inform the team members on the anticipated procedural challenges and changes regarding data management;

• Ensure that all the documentations are up-to-date and well aligned with organizational policies, regulations and guidelines;

• Capture key lessons, document best practices and case stories;

• Assist in-house teams or consultants to prepare video documentaries, booklets, brochures, posters, banners, etc.

Other Responsibilities

• Maintain liaison and coordination with PKSF regarding monitoring, evaluation, reporting, and documentation as well as make extensive field visits on a regular basis;

• Any other tasks, duties, or specific tasks assigned by the Project Manager and senior management of the Young Power in Social Action (YPSA).

Quality, Safeguarding, and Accountability

• Ensure activities comply with Child safeguarding, PSEA and accountability policies and procedures of the organization.

• Support feedback mechanisms and follow up on issues raised by participants, YPSA management, Auditor, and donor.

Gender - Roles & Responsibilities:

• Supporting to ensure positive working environment for women and men.

• Supporting to ensure a workplace free of any types of discrimination and identity-based violence