Monitoring and Documentation Officer
Organisation's Profile
Transform Schools is working to ensure that every child realises their full potential in school and beyond. Anchored in India's national priorities and the Sustainable Development Goals (SDGs 4, 5, and 10), our mission is to improve learning outcomes, gender equity, and life opportunities for secondary-grade students aged 13-18.
We co-design and implement evidence-based education programmes with State governments, with a focus on strengthening foundational learning, building equitable learning environments, and preparing students for transitions beyond school. Our work combines pedagogical innovation, teacher development, data-driven instruction, and systemic reform to ensure every adolescent—especially those from underserved communities—can thrive. As co-convenors of the State of Secondary Education (SOSE) global collaborative, we are also shaping a global agenda to position secondary education as a societal minimum standard—mobilising research, investment, and practice across the Global South.
Our work spans two institutional vehicles: People For Action, a charitable society that delivers CSR and grant-funded programmes, and The Transform Trust, which leads outcomes-linked engagements.
With a strong footprint across multiple States (Definite plans for expansion and deepening of our work) and a commitment to scale, we aim to reach 30 million children by 2030, building a future where quality secondary education is a reality for all.
Job Purpose
The Monitoring and Documentation Officer will support the effective implementation, tracking, documentation, reporting, and knowledge management processes of the Transform Schools programme. S/He/They will be responsible for collecting quality data by following established processes, maintaining accurate programme records, tracking implementation progress, coordinating routine data collection, compiling field evidence, developing written and photo-based case studies, and documenting programme learnings, insights, success stories, and best practices.
The role requires strong organisational skills, attention to detail, effective coordination with programme teams and stakeholders, and the ability to ensure timely availability of high-quality programme documentation. The role will also require the candidate to have drafting skills and experience in preparing programme reports, presentations for reviews, donor communication, and institutional learning.
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Reports to
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Monitoring and Evaluation Specialist, Research, Impact and Learning with dotted line reporting to State Head
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Collaborates with
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Internally - Senior Lead - Research, Impact and Learning and other RIL team members as required.
Externally - SCERTs, State(s) & District counterparts (Government & Non-Government), DEOs, BEOs, CRCs, Knowledge Partners, Consultants, Donors, National/Global Education funders and evidence-based research groups.
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Direct reports
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Job Location
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Pune, Maharashtra
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Employment
Contract Length
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Two-year fixed-term contract (renewable)
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Compensation
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Circa INR 7 lakhs per annum (on a cost-to-the-organisation basis), dependent on qualifications and experience.
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Key Responsibilities
1. Programme Monitoring and Tracking
- Develop Project Management and Evaluation Plan (PMEP) and track programme activities against approved work plans and implementation timelines.
- Maintain updated records of school visits, trainings, meetings, workshops, assessments, and field activities.
- Support programme teams in collecting routine implementation data from districts, schools, and field staff.
- Ensure timely consolidation of activity reports and progress updates from field teams.
- Assist in preparing monthly, quarterly, and annual programme progress summaries.
2. Documentation and Knowledge Management
- Develop and maintain organised documentation systems (digital and physical) for programme records.
- Ensure the accuracy, completeness, and timeliness of data collection, processing, and reporting to support evidence-based decision-making and knowledge sharing..
- Compile training reports, meeting minutes, attendance records, field visit reports, photographs, case studies, and other supporting evidence.
- Document programme learnings, best practices, innovations, and field-level experiences.
- Draft success stories, human-interest stories, and short programme briefs for internal and external communication.
- Support the preparation of donor documentation and programme communication materials.
3. Data Compilation, Record Management and Analysis
- Compile quantitative and qualitative programme data received from field teams.
- Ensure completeness and consistency of data entries before submission to the central programme team.
- Maintain updated databases and trackers for programme activities and outputs.
- Support data cleaning, verification, and analysis using EXCEL, PYTHON, R, etc., in coordination with programme and M&E teams.
- Ensure safe storage and retrieval of programme records and supporting documents.
- Lead the design, management, and continuous improvement of digital data collection systems to ensure timely, accurate, and efficient programme data capture.
4. Reporting Support
- Support the preparation of periodic programme reports by collating field inputs and documentation.
- Coordinate with programme teams to obtain timely updates and supporting evidence for reporting requirements.
- Assist in formatting reports, presentations, annexures, and documentation packages.
- Ensure that all reports are submitted within agreed timelines and in the required format.
5. Quality Documentation Support
- Support Executive team members and programme teams during monitoring and quality assurance visits by organising tools, formats, and evidence.
- Maintain documentation checklists to ensure availability of required records at all stages of implementation.
- Assist in tracking compliance with documentation and reporting requirements across programme locations.
6. Coordination and Communication
- Coordinate regularly with field teams, district coordinators, trainers, and programme staff for timely information sharing.
- Support scheduling and documentation of programme review meetings and workshops.
- Ensure proper communication and follow-up on pending documentation requirements.
Essential Requirements
- Master's and Graduate degree in social sciences, education, public administration, development studies, statistics, economics, or a related discipline.
- Minimum 3-5 years of experience in programme monitoring, documentation, reporting, MIS, or administrative support in the education or development sector.
- Experience in maintaining programme records, compiling reports, and managing documentation systems.
- Familiarity with data collection formats, data analysis processes, spreadsheets, dashboard development, and digital documentation tools.
- Strong written communication skills in English, Marathi, and Hindi; ability to prepare clear and concise reports and documentation.
- Ability to coordinate with multiple stakeholders and work effectively in a team environment.
- Proficiency in MS Office applications (Word, Excel, PowerPoint, Google Sheets and Documents) and cloud-based file management systems; familiarity with digital data collection tools such as KoboToolbox will be an advantage.
How to Apply:
Transform Schools, People For Action is an equal opportunity organisation. We welcome and encourage applications from all communities, including underrepresented groups, marginalised communities, and individuals from diverse backgrounds, regardless of race, caste, religion, gender, disability, or social status.