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Reporting and Documentation officer
Islamic Relief Worldwide Sudan

As an independent humanitarian and development organisation, Islamic Relief has been serving humanity for 35 years. With an active presence in over 40 countries across the globe, we strive to make the world a better and fairer place for the three billion people still living in poverty.



 Vacancy No: 28
 Section/Unit: Program
 Grade Level: 5
 Supervisor: Program Coordinator
 No. of Post: 1
 Duty Station: Port Sudan Office (Country Office)
 Duration: 12 Months
 Closing Date: 13 July 2024



The Reporting and Documentation Officer will be working with the program team to finalize project reports and other documents after getting a draft from the program team. s/he will be providing technical and hands -on support quality control of the reports and documents. s/he will be collecting reporting data and media materials from the program team on a regular basis. s/he will follow the reporting calendar and will ensure the submission of the report timely with ensuring quality.




The reporting and Documentation officer is responsible for collecting and following all regular reporting of the projects. s/he will play a key coordinating role in finalizing the reporting including monthly, interim, and final reports of the projects, and updating of other required online reporting systems of the donors. s/he will collect the media materials fromthe field and ensure archiving of these materials in collaboration with other departments.

 Duties and responsibilities:

  • Taking the coordinating lead on reporting and finalizing documents or regular reports including but not limited to interim, final, and quarterly progress reports, situation reports, briefing and background information required by the IRW, donors, Government, and other entities, in coordination with project team.
  • Ensure that internal and external reports are drafted in a timely manner and with attention to quality (coherence of data, quality of writing, justification of gaps and variation, measurement of indicators, results and objectives, appropriate formatting, and presentation), including all necessary attachments and annexes.
  • Compile progress reports received from the project teams and submit these reports to the senior programme manager and Head of programmes.
  • Collect media materials i.e. pictures, videos, and case studies from the field monthly basis and archive these in IR digital in coordination with media and communication coordinator.
  • Maintain and update the reporting schedule regularly and ensure that all reports are submitted before the deadline.
  • Maintain a proper and standardized filling system for storing project reports and documents.
  • Analysing the project progress data and information, finding progress gaps, and informing the country office programme and field office project teams.
  • Effectively liaising with different teams to gather the information required for reports.
  • Creating and ensuring data collection templates are used by the relevant team, including up.
  • Periodically review reporting and documents to determine whether the risks are being effectively managed and to check compliance with terms and conditions stated in the partnership agreement and MoU.
  • Supporting the programme departments to strengthen internal reporting mechanisms.
  • Support in conducting assessment, study, and research in the programme Department.
  • Tracking of reporting requirements including submission schedule of all projects.
  • Supporting the programme team in drafting proposals and concept notes as required.
  • Coordinate with other sectors and departments for provision of any additional reporting, documentation and editing support required.
  • Facilitating capacity development of staff on reporting and documentation process.
  • Supporting to the team for preparing and submitting government reporting and documentations.
  • Supporting for collecting data, information and submit periodic report at report HUB or other reporting systems of UN.
  • Translate any documents when requested.
  • Any other task assigned by the line manager

 Minimum Qualification, Skills and Experience Required:

  • Bachelor's degree or higher in social science, project management, related field.
  • Minimum 5 years of proven experience on project management, reporting, documentation, proposal development, need assessment in development sector organisation.
  • Advanced computer skills on MS office, related software, databases, and communication.
  • Pro-active with an ability to think analytically, identifying opportunities and mechanisms to broaden programming.
  • High attention to detail and excellent analytical skills.
  • Self-starter, take the initiative, and sound independent judgment.
  • Results oriented, and meticulous attention to detail with ability to multi-task.
  • Analytical thinker with strong conceptual and problem-solving skills.
  • Ability to process large amount of the data and to compile detailed reports with excellent documentation.
  • Ability to work under pressure and meet deadlines.
  • Ability to work independently and as part of a team.
  • Ability to undertake travel to the field areas regular basis.
  • Proven knowledge of standards and procedures of project management cycle.
  • Ability to maintain strong integrity on behalf of the organization.
  • Strong analytical skills
  • Able to build the capacity of others.
  • willing and able to travel to field locations for up to 30% of role.
  • Competent in written and spoken English.
  • Sensitivity to cultural differences.
  • Sympathy with the aims of IR.



  • Experience with working in an INGOs in similar role.
  • To be familiar with and abide by the NGO/ Red Cross Code of Conduct, the people in Aid Code, IRW international procedures.
  • Experience with business continuity planning, auditing, and risk management, as well as contract and vendor negotiation.


Women are encouraged to apply

EQUAL OPPORTUNITY STATEMENT: IRW is committed to providing equal employment opportunity without regard to race, color, religion, sex, sexual orientation, disability, or any other protected status with respect to recruitment, hiring, upgrades, training, promotion, and other terms and conditions of employment. This policy complies with applicable state and local laws governing non-discrimination in employment.


IRW’s talent acquisition procedures reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.

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