Project Documentation Officer

Malaria Consortium is recruiting for a Project Documentation Officer to join our team in Abuja, Nigeria.

The Project Documentation Officer will be responsible for timely collection, selection, collation, organization, maintenance, control, scanning and archiving (electronic and physical) of project documents and provide, retrieve and return such documents to the repository as necessary. These include procurement, financial, activity and other operational and administrative documents. S/he will ensure order and safety of project documents according to Malaria Consortium, donor and other statutory regulations and guidelines on record filing and data protection.

The Project Officer will report to the Documentalist and Data Protection Manager and will work closely with relevant Country Office staff such as Senior Compliance Officer, Country Office Manager, Procurement Officer and the Finance Manager to provide them with documentation and filing support. S/he will also work with State Project Managers for proper submission and documentation of state-level project documents. S/he will also work with both MC internal and external reviewers in providing and retrieving project document during reviews. This position has dotted reporting to the Programme Compliance Manager, while working closely with the Project Finace Officers. The Project Documentation Officer will work closely with the Documentalist and Data Protection Manager to ensure project data are appropriately managed in line with the General Data Protection Regulation (GDPR), Nigeria Data Protection Regulation (NDPR) and other relevant data-related policies and regulations of Malaria Consortium, donor and Government of Nigeria.

Compliance Support (40%):

• Receive all pre-coded financial documents from the Finance unit and sort according to transaction type, financial period and serial number into folders
• Label each folder properly and list out the documents in each folder in the inside front page of the folder.
• Shelve all the filed hard-copy documents based on their transaction type, period and number.
• In conjunction with the Documentalist and Data Protection Manager, create folders and sub-folders on SharePoint to serve as online data repository for MC project documents.
• Provide support to the Compliance and Finance team during audit and other reviews in retrieving and refiling documents.
• Provide Project documents for the Senior Compliance Officers for Internal reviews.

Work with Finance and Admin officers in all field locations and Abuja to ensure that copies of support documents for all transactions are scanned and backed-up in the appropriate folders on SharePoint.

Programme support (20%):

• Support the Senior and Zonal Programme Managers to develop a report tracking system in line with the project accountability framework and set up reminders to actively track report submission by staff and consultants.
• Being responsible for the filing of all technical documents, including but not limited to programme activity, progress and final terms of reference and reports.
• Maintain a documentation corner for the storage of finalised and approved reports, policies, manuals, guidelines and other relevant documents, in available formats (electronic & print copies) in an easily retrievable and returnable system arrangement.
• Develop a register of available finalised and approved reports, policies, manuals, guidelines and other relevant documents, in available formats (electronic & print copies) stored/ displayed in the documentation corner.
• Give secretarial support, including meetings’ minutes taking, to the management and technical staff and maintaining records of meeting proceedings including following up on action points.

Operations support (10%):

• Collect, sort, file, label and shelve all pre-numbered procurement documents from the operations unit
• In conjunction with the Country Operations Manager, create folders and sub-folders on SharePoint to serve as online data repository for procurement documents
• Provide support to the Operations team during audit and other reviews in retrieving and refiling documents.

Documentation maintenance (20%):

• In a shared responsibility with the Finance and Documentation Manager, be in custody of the keys to project record lockers, chambers and rooms and ensure project documents are in safe custody
• Ensure all physical records are stored in appropriate physical conditions that will prevent damage by rodents or pests or unfavorable atmospheric conditions such as high temperature, humidity, flooding etc.
• Maintain a register of all project documents for both electronic and physical folders and sub-folders
• Maintain a movement register for project physical documents, ensuring that issuance and return of documents are duly documented and return of documents is complete and timely and the integrity of documents are maintained. On return of documents, the Project Officer-Documentation  shall reconcile the documents/folders returned with the list of document collected to verify completeness
• Assisting auditors, staff, consultants and other programme TA in accessing information and other matters as need arises
• Keep electronic version of mass campaign personnel database for all levels.

Data safeguarding related support and compliance with GDPR & NDPR (10%):

• Keep all project documents safely and securely, ensuring project documents are only accessible to authorised users and compliance with data protection regulations.
• Provide support on need basis to programme States’ staff and on filing, documentation and other related issues. Provide adequate information and guidance on data protection to staff, consultants, auditors and every other users and work with the compliance unit to ensured project data are properly managed.

Qualifications and experience:

Essential:

• HND or Bachelor’s Degree in Communications, Information management, Social Sciences, Health Sciences, Public Health, Library Science, Accounting or other relevant fields
• Minimum of 3 years’ work experience, with at least one year in a related role
• Understanding of principles of database management and systems analysis with specific knowledge of current archival holdings systems.
• Proficiency with Microsoft office, scanning and other administrative technologies.

Desirable:

• Experience in working in INGO is an added advantage
• Experience in data organization, storage and security.

Work-based skills and competencies:           

Essential:

• Knowledge of integrated document management
• Knowledge of laws governing the management of information
• Excellent grasp of archive management software
• Excellent interpersonal and communication skills
• Knowledge of NGO donors and their accountability requirements

• Excellent computer skills with high proficiency in Microsoft office
• Good analytical and reporting skills
• Strong ability to be able to manage and prioritise multiple tasks
• Willingness to learn at all times

Desirable:

• Working knowledge of documentation repositories
• Trustworthiness, Stress tolerance and operational decision-making skills is an added advantage.

We need to keep beneficiaries safe so our selection process reflects our commitment to safeguarding. Please find our Code of Conduct, Safeguarding Policy and Privacy Notice here.

Due to the nature of this role we will be reviewing applications on an ongoing basis and the role might be filled and closed before the closing date. Early applications are encouraged.