Manager - Documentation and Reporting

Breakthrough India; New Delhi; On-site; INR 900,000 - 1,300,000; Full time

Job summary

Breakthrough India is seeking a dynamic Manager Documentation and Reporting to lead programme documentation, knowledge management, and donor reporting for its Haryana programme, based in Delhi with frequent travel to Haryana. You will translate programme evidence and data into compelling narratives to demonstrate impact and strengthen donor engagement.

The role collaborates with Programme, RE, Communications, Resource Mobilisation, Media and Leadership teams, reporting to the State Programme

Qualifications

• Master's degree in Social Work, Development Studies, Communications, English or a related discipline.
• 5-7 years of experience in programme documentation, donor reporting, knowledge management or development communication.
• Experience preparing donor reports and knowledge products for institutional/corporate donors.
• Experience in gender, adolescent empowerment, education, governance or community development programmes preferred.
• Excellent writing, editing and storytelling skills to communicate complex programme outcomes.

Responsibilities

• Lead programme documentation, knowledge management and donor reporting for the Haryana programme.
• Draft monthly, quarterly, half-yearly and annual reports aligned with donor commitments and timelines.
• Translate data into outcome-oriented narratives; prepare donor updates and briefing notes.
• Develop concept notes, proposals and partnership documents; engage with government and institutional partners.
• Conduct field visits to verify data and ground documentation in programme realities.
• Create knowledge products like case studies and change stories; maintain content repository.
• Coordinate with Programme, RE, Communications, Resource Mobilisation and Leadership teams.

Skills

Excellent writing

Analytical skills

Coordination

Stakeholder management

Storytelling

Education

Master's degree

Tools

Microsoft Office

Canva

Job description

Manager Documentation and Reporting

Breakthrough is seeking a dynamic and detail-oriented Manager Documentation and Reporting to lead programme documentation, knowledge management, and donor reporting for its Haryana programme, based in Delhi with frequent traveling to Haryana. The role is responsible for translating programme evidence, field experiences, and data into compelling narratives that demonstrate impact, strengthen donor engagement, support programme learning, and contribute to organisational knowledge.

The Manager will work closely with Programme, Research Evaluation (RE), Communications, Resource Mobilisation, Media and Leadership teams to ensure timely, high-quality documentation of programme outcomes, innovations, and learnings. The position reports to the State Programme Lead Haryana.

Key Responsibilities

• Programme Reporting and Donor Communication: Lead the drafting of monthly, quarterly, half-yearly and annual programme reports, aligned with donor commitments, outcome frameworks and reporting timelines
• Translate quantitative and qualitative programme data into outcome-oriented narratives demonstrating programme impact
• Prepare donor updates, presentations, review decks, briefing notes and internal programme briefs
• Manage all donor-related queries and maintain updated records of donor commitments and deliverables
• Support the development of concept notes, proposals, collaboration letters and partnership documents for engagement with government stakeholders and institutional partners
• Undertake periodic field visits to verify data, assess systems, and ground documentation in lived programme realities

Knowledge Management and Storytelling

• Knowledge Management and Storytelling: Develop high-quality knowledge products including change stories, case studies, success stories, field observation reports and process documentation
• Create district and state-level journey documents, story booklets and programme briefs in collaboration with the State Lead
• Plan and coordinate regular field visits to capture change stories, community voices and photographic and video evidence for donor reporting
• Maintain an updated repository of high-resolution photos and videos relevant to programme documentation
• Contribute content for newsletters, annual reports, social media, campaign communication, event documentation and communication materials
• Prepare scripts, speeches, talking points, event summaries and programme highlights for internal and external audiences

Programme Analysis and Evidence Generation

• Programme Analysis and Evidence Generation: Work with MIS and programme teams to interpret data findings and present them in accessible, visually engaging formats for internal and donor audiences
• Identify patterns, document learnings, best practices and challenges to strengthen institutional knowledge
• Maintain organised, accurate filing systems for all programme documentation, reports and risk management records

Stakeholder and Government Engagement Documentation

• Stakeholder and Government Engagement Documentation: Develop briefing documents, background notes and presentations for meetings with donors, government departments and institutional partners
• Document key outcomes, commitments and learnings from stakeholder consultations, government meetings, workshops and programme events
• Showcase programme achievements, partnerships through strategic documentation

Capacity Building and Cross-functional Coordination

• Capacity Building and Cross-functional Coordination: Build the capacity of programme and field teams on documentation, report writing, storytelling, qualitative data collection and reporting standards
• Develop reporting templates, documentation guidelines and quality assurance mechanisms
• Coordinate with Programme, ME, Communications and Resource Mobilisation teams to ensure timely collection and validation of programme information
• Support a culture of documentation, learning and evidence generation across teams
• Manage multiple reporting timelines and ensure timely submission of high-quality deliverables

Specific Knowledge, Skill Experience Required:

• Master's degree in Social Work, Development Studies, Communications, English or any other relevant discipline;
• Minimum 5-7 years of experience in programme documentation, donor reporting, knowledge management or development communication;
• Demonstrated experience in preparing donor reports, programme documentation and knowledge products for institutional and corporate donors;
• Experience working on gender, adolescent empowerment, education, governance or community development programmes will be preferred;
• Excellent writing, editing and storytelling skills with the ability to communicate complex programme outcomes effectively;
• Strong analytical skills with the ability to interpret programme data and translate evidence into meaningful narratives;
• Strong coordination, facilitation and stakeholder management skills;
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint); familiarity with Canva will be an added advantage;
• High attention to detail, accuracy, creativity and commitment to quality.