Terms of Reference
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Position
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Data Management and Monitoring Officer
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Organization
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: Chhattisgarh Agricon Samiti
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Project
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: Central Highlands Restoration Project
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Location
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: Kabirdham, Chhattisgarh
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Monthly Salary
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: Rs.35,000
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Contract Type
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: Full-time
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Reporting To
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: Program Manager
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1. Role Purpose
The Data Management and Monitoring Officer will be responsible for maintaining project data, supporting regular field-level monitoring, and ensuring timely reporting of project activities. The role will focus on organizing field information, updating databases and trackers, verifying data quality, and supporting the project team in monitoring day-to-day implementation.
This position is mainly data-focused, with some responsibility for follow-up and monitoring of field activities.
2. Key Responsibilities
A. Data Management
- Maintain and regularly update project databases, trackers, and reporting formats.
- Compile village-wise, activity-wise, and participant-wise data received from field teams.
- Ensure timely data entry, cleaning, verification, and consolidation.
- Maintain records related to trainings, meetings, community activities, field demonstrations, surveys, and project outreach.
- Organize project data in a clear and accessible manner for internal review and reporting.
- Ensure proper filing and backup of digital and physical records.
- Maintain confidentiality and responsible use of project and community-level data.
B. Monitoring of Field Activities
- Track daily and weekly progress of field activities against the approved work plan.
- Follow up with field staff for timely submission of activity updates, attendance sheets, photographs, reports, and other required documents.
- Monitor whether planned activities are completed within the agreed timeline.
- Identify gaps, delays, or missing information and bring them to the attention of the Program Manager.
- Support preparation of weekly and monthly field plans in coordination with the project team.
- Conduct field visits from time to time for basic verification of activities and records.
C. Reporting and Documentation
- Prepare weekly progress updates and monthly data summaries.
- Support preparation of internal reports, donor reports, and review presentations.
- Compile documentation related to trainings, meetings, exposure visits, field activities, and communitylevel interventions.
- Support basic analysis of data to show progress, gaps, trends, and areas requiring follow-up.
- Assist in preparing case notes, field stories, and learning documents as required.
D. Coordination and Follow-up
- Coordinate with field officers, community workers, and project staff for regular data collection and reporting.
- Provide guidance to field teams on using formats, trackers, attendance sheets, and reporting templates.
- Follow up on pending reports, incomplete data, and missing documentation.
- Support review meetings by preparing updated trackers, summaries, and action point lists.
- Maintain smooth communication between the field team and project office.
E. Data Quality Support
- Conduct regular checks to ensure accuracy, completeness, and consistency of field data.
- Cross-check data with supporting documents such as photographs, field reports, and registers.
- Identify errors or gaps in data and coordinate with the field team for correction.
- Help improve data collection formats and reporting systems based on project needs.
3. Key Deliverables
- Updated project database and trackers.
- Weekly activity progress tracker.
- Monthly data and monitoring report.
- Clean and verified activity-wise and participant-wise records.
- Updated documentation files for trainings, meetings, field visits, and community activities.
- Data quality check notes.
- Field visit and basic monitoring reports.
- Action point tracker for follow-up with the project team.
4. Required Qualifications
- Graduate or postgraduate degree in Rural Development, Social Work, Management, Statistics, Computer Applications, or a related field.
- 0–2 years of relevant experience in data management, monitoring, reporting, documentation, or field coordination.
- Experience of working with NGOs, rural development projects, agriculture-based programmes, or community development initiatives will be preferred.
5. Required Skills and Competencies
- Good working knowledge of MS Excel and Google Sheets.
- Ability to manage and update data accurately.
- Basic understanding of monitoring, reporting, and field documentation.
- Good coordination and follow-up skills.
- Ability to prepare simple reports and summaries.
- Strong verbal & written communication skills in Hindi & English required.
- Attention to detail and ability to identify data gaps or errors.
- Willingness to travel to project locations for monitoring and verification when required.
- Basic understanding of rural development, agriculture, livelihoods, or community-based programmes will be an added advantage.
6. Salary
The monthly salary for this position will be Rs.35,000, inclusive of applicable deductions as per organizational norms.
Note: We at CAS have a zero-tolerance policy on the Prevention of Sexual Exploitation and Abuse (PSEA) and promote safeguarding and protection of all children. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. Apply Link:-
https://forms.gle/UWgDQMKTThgnJ6au9