Monday, January 13, 2014

Documentation Officer - Jhpiego

Documentation Officer 

Seconded to MoHFW, GoI, New Delhi

Jhpiego is an international, non-profit health organization affiliated with The Johns Hopkins University. For 40 years and in over 150 countries, Jhpiego has worked to prevent the needless deaths of women and their families. Jhpiego works with health experts, governments and community leaders to develop strategies that help countries care for themselves by training health care workers, strengthening health systems and improving delivery of care. 

Jhpiego designs innovative, effective and low-cost health care solutions that are breaking down barriers to high-quality health care for the world’s most vulnerable populations. Jhpiego uses its global presence and technical leadership to develop technology-based innovations and systems for significant global health impact. 

In India, Jhpiego works across nineteen states in close collaboration with national and state governments by providing technical assistance in the areas of family planning, maternal, newborn and child health, and pre-service nursing and midwifery education. These projects are funded by USAID, Bill & Melinda Gates Foundation, Norway India Partnership Initiative (NIPI), David & Lucile Packard Foundation, Children Investment Foundation Fund (CIFF), MacArthur Foundation, Department for International Development (DFID), MSD for Mothers and others.

Jhpiego is hiring for the position of Documentation Officer for the BMGF funded project to support the Technical Support Unit (TSU) at the Family Planning Division, Ministry of Health and Family Welfare. This position will be seconded to the Family Planning Division, MoHFW, New Delhi. 

The Documentation Officer will be supervised by and will report to the Team Leader, Technical Support Unit, Family Planning Division, MoHFW, GoI. 


1. Design, develop and coordinate the publication of training materials, job-aides, information sheets, advocacy materials, brochures, newsletters, press-briefings related to the ongoing programs. 
2. Take responsibility for formatting, designing, technical editing and assembling of all technical and non-technical documents as well as translated documents.
3. Maintain a tracking and filing system of all project documents and deliverables, ensuring timely and accurate completion. 
4. As per requirements, prepare initial drafts of the monthly, quarterly, half-yearly and yearly reports for the Government and submit for review to the Team Lead. Complete final copies and disseminate reports to the relevant stakeholders. 
5. Maintain GoI branding guidelines in all reports, technical documents, presentations, press briefings and other publications produced by the FP division.
6. Ensure that project documents and publications are completed and submitted to FP Division, MoHFW in a timely manner as per the schedule.
7. Ensure establishing and maintaining effective document management systems at FP division, MoHFW. 
8. Would be responsible for outsourcing of work with the IEC team in graphic materials design. 
9. Take part in selection committees to prepare bid analysis for translation, printing and publishing of documents according to GoI procurement procedures. 
10. Arrange and ensure proper translations of documents and reports from English to Hindi and other regional languages and vice-versa, as required. 
11. Coordinate with FP division and other partner division in MoHFW for the dissemination of the project documents through the MoHFW website. 
12. In collaboration with the TSU team, prepare graphic designs for IEC/BCC and IPCC materials. 
13. Maintain an up-to-date inventory of all technical documents and graphic materials produced by FP division, MoHFW. 
14. Coordinate the scripting, shooting, production of all audio visual materials, as and when required. 
15. Support the TSU with other tasks as needed.

• He/she should be fully familiar with the GoI documentation and publishing procedures, guidelines etc. 
• Proficiency in writing technical and programmatic documents such as training materials and reports.
• Demonstrated competence to assess priorities and manage a variety of activities in a time-sensitive environment and meet deadlines with attention to detail and quality. Willingness and flexibility to work on a wide range of tasks.
• Demonstrated self-management (i.e. motivation, dealing with pressure, adaptability) and the ability to project a professional, consistent image of confidence, integrity and competence.
• Demonstrated ability to work collaboratively with colleagues, stakeholders and systems in a complex and rapidly changing environment.
• Knowledge in the areas of family planning, reproductive health.
• Strong decision making skills and results oriented approach. 
• Excellent written and oral communication skills in English and Hindi.
• Good verbal, written and presentation skills.
• Ability to take the initiative and work independently. 

Qualifications/Knowledge and Experience:
• Bachelor’s degree in I.T. or equivalent or relevant qualification or experience. 
• 3-5 years’ experience in Publishing and Documentation related position/responsibility.
• 3-5 years’ experience in working with national/international NGOs and public sector institutions in Indian Development Sector.
• Proficient computer skills in graphics, designing, word processing, database, spreadsheet and presentation programs (Microsoft Office applications preferred); ability to learn new software packages.

Jhpiego offers a highly dynamic and enabling work environment and provides competitive compensation based on experience and background. Interested candidates should submit their application with a covering note and mention position and location to

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