Documentation Manager

Cankids; India; On-site; INR 250,000 - 380,000; Full time

Job summary

CanKids is seeking a Document Manager to oversee CSR documentation across partnerships, proposals and reports. You will maintain organised repositories, templates and trackers to support CSR initiatives.

You will coordinate with Finance, MEL and Communications to collect inputs, prepare documents for meetings with corporate partners, and ensure timely completion.

The role emphasizes accuracy, compliance, and a structured information flow to showcase impact for 60 cities and 22 states.

Qualifications

• Experience in CSR documentation and proposal preparation.
• Ability to coordinate with Finance, MEL and Communications teams.
• Experience maintaining tracking databases and templates.

Responsibilities

• Maintain a comprehensive repository of CSR documents and partner materials.
• Prepare CSR proposals, concept notes, project proposals and presentations.
• Coordinate with internal teams to gather inputs for proposals and manage partner documentation.
• Compile narrative and impact reports and manage reporting requirements.
• Maintain the CSR Partnership Documentation Tracker and ensure timely follow-ups.
• Develop and manage a central repository of CanKids documents and ensure version control.

Skills

CSR documentation

Proposal preparation

Coordination

Documentation tracking

Job description

Founded in 2004 by Poonam Bagai, herself a cancer survivor, CanKids KidsCan, the National Society for Change For Childhood Cancer In India partners with hospitals, medical professionals, and state governments to enable access and best standards of treatment, care and support across 60 cities and 22 states of India.

Catering to childhood cancer patients from primarily underprivileged families, CanKids is present in 141 hospitals across India. Through our signature programYANA (You Are Not Alone)– CanKids provides medical, drugs & diagnostics support, accommodation through Home Away from Homes, , patient transport, blood support, nutrition & rations, education and counselling support.

In order to increaseAccess2Care, CanKids has MOUs with 8 state governments asknowledgeandtechnical partnersfor childhood cancer and 16 State Projects Across India.

Job Description

1. CSR Proposal & Documentation Management

• Maintain a comprehensive and well-organised repository of all CSR-related documents.
  
• Manage documentation related to prospective, ongoing and past CSR partnerships.
  

Support the preparation and compilation of:

• CSR proposals
  
• Concept notes
  
• Project proposals
  
• Presentations
  
• Organisation profiles
  
• Budgets and supporting documents
  
• Ensure all proposals are professionally formatted and customised according to the requirements and priorities of prospective CSR partners.
  
• Maintain updated standard templates for CSR proposals and partner documentation.
  

2. CSR Partner Documentation

Maintain complete documentation for every CSR partnership, including:

• Proposal and concept note
  
• Corporate communication and correspondence
  
• Approval letters
  
• MoUs and agreements
  
• Project plans
  
• Budgets
  
• Reporting requirements
  
• Narrative reports
  
• Impact reports
  
• Photographs and communication material
  
• Renewal and continuation documents
  

Ensure that all partner-related documents are properly organised and easily accessible whenever required.

3. Coordination for CSR Proposals

• Coordinate with internal teams to collect programme information, beneficiary data, budgets and other inputs required for proposals.
  
• Work closely with programme teams to understand CanKids' interventions and translate programme requirements into structured CSR documentation.
  
• Support the CSR and Resource Mobilisation teams in preparing documents for meetings and presentations with corporate partners.
  
• Ensure timely completion of documents within agreed deadlines.
  

4. Reporting & Impact Documentation

• Coordinate with Programme, Finance, MEL and Communications teams for timely collection of information required for CSR reports.
  
• Compile narrative and impact information received from different teams.
  
• Support the preparation of periodic reports for CSR partners.
  
• Maintain a reporting calendar and tracker for all active corporate partnerships.
  
• Ensure that reports and supporting documents are submitted within agreed timelines.
  
• Maintain documentation showcasing the impact of CSR partnerships on children with cancer and their families.
  

5. CSR Tracker & MIS Management

• Maintain an updated CSR Partnership Documentation Tracker .
  

Track the status of:

• Prospective partners
  
• Proposals submitted
  
• Follow-ups
  
• Approvals
  
• Agreements
  
• Reporting requirements
  
• Project completion
  
• Prepare regular MIS and documentation updates for senior management.
  
• Highlight pending documentation and upcoming deadlines for timely action.
  

6. Knowledge & Document Repository Management

Develop and maintain a central repository of key CanKids documents, including:

• Organisation profile
  
• Annual reports
  
• CSR proposals
  
• Impact stories
  
• Beneficiary stories
  
• Photographs and videos
  
• Financial and compliance documents
  
• Research and publications
  
• Previous partner reports and presentations
  

Ensure that the latest approved version of every document is maintained and outdated versions are properly archived.

7. Cross-Functional Coordination

The Document Manager will work closely with:

• Finance Team
  
• MEL Team
  
• Communications Team
  

The role will ensure smooth coordination and timely follow-up for collecting information and completing documentation requirements.

The successful candidate will be responsible for ensuring:

• A structured and updated CSR documentation repository.
  
• Timely preparation of CSR proposals and concept notes.
  
• Complete documentation for every CSR partner.
  
• Updated CSR proposal and partnership trackers.
  
• Timely coordination and compilation of partner reports.
  
• Proper maintenance of agreements, approvals and compliance documents.
  
• Accurate MIS and regular updates for management.
  
• A strong repository of CanKids' programme information, impact stories and partnership documents.