Documentation Officer

Responsibilities

• Strategy Planning and implementation of internal and external strategies for communications and outreach
• Assess communication needs and priorities for the mission
• Refine and adapt HI India’s communication and outreach strategy based on HI’s global communication strategy
• Develop communication materials in a way that increases understanding of disability, visibility of HI works, and funding opportunities for HI
• Support project teams in developing project-specific communication, branding and visibility plans in line with donor and HI requirements
• Develop and update HI India brochures, project briefs, factsheets, impact documents, case stories, human impact stories, good practices and field updates that increase understanding of disability, HI’s interventions and funding opportunities
• Stay updated on donor visibility and communication requirements and support project teams to develop required communication materials, including leaflets, banners, information, education and behavior change communication materials, promotional materials and visibility products
• Travel regularly to field locations, with a minimum of 30% field presence, to proactively collect stories, photos, videos, event highlights and communication content from HI and partner activities
• Work closely with Technical, MEAL and Operations teams to understand HI projects and interventions, identify field evidence, learning, community voices and programme results, and use these for communication, donor engagement and advocacy materials
• Responsible for the publication of communication materials and documents, including materials for websites, social media, donor visibility and internal communication platforms
• Maintain media on issues that interest and affect HI in India and communicate relevant information to the team
• Proactively develop materials for social media platforms, including Facebook, X/Twitter and other relevant channels, ensuring regular and active visibility of HI India’s work
• Design and develop the layout of HI India’s semi-annual and annual reports to be submitted to donors and government
• Develop and submit communication and information materials to be shared with HI Headquarter
• Coordinate with Headquarter to develop new sponsorship letters and quarterly newsletters and other required internal communication materials
• Work with project teams and HI Headquarters communication team to regularly develop HInside articles, newsletters, case stories and human impact stories from field activities, key events, donor visits and partner-led interventions
• Ensure regular flow of quality content from India to HI internal communication platforms, while also proactively collecting content through field visits, event participation and engagement with project teams
• Strengthen media engagement in HI actions and effective handling of HI India’s social media
• Actively manage HI India’s social media platforms, including regular content planning, drafting, posting, monitoring engagement, and ensuring timely visibility of HI activities, donor visits, partner activities, campaigns and key events
• Strengthen media engagement— in the country and at the global level (with support from national associations and headquarters) to showcase the organization’s achievements
• Capacity building of HI’s local partner’s staff on communication and social media guidelines, story documentations
• Attend HI and partner events, donor visits, project review meetings and other key external events to capture highlights (photos, video, minutes…), document key messages and prepare short visibility products for internal and external dissemination
• Support partners and project teams to document stories, event highlights and communication materials in line with HI communication, visibility, consent and ethical storytelling guidelines
• Develop communication guidelines and a communication plan
• Review existing communication guidelines and continuously update them in line with HI standards, donor requirements and accessibility standards
• Develop and improve standard templates for internal and external communication, including case story formats, event highlight notes, project review meeting summaries, donor visit briefs, organisational presentations and external stakeholder presentations
• Develop an annual communication plan and communication calendar for HI- India in collaboration with the project teams
• Induct staff on communication guidelines
• Support project team and logistics to plan productions of HI India’s communication and outreach materials and develop a consolidated plan at the organizational level
• Support project teams to use standard communication templates and ensure consistency in branding, messaging, quality and accessibility of HI India communication products
• Monitor the progress of the implementation of the guideline and plan and take initiatives to ensure guidelines and plans are

Qualifications

• Bachelor's Degree in Mass Media / Communication / Journalism / English, or any relevant disciplines.
• Preferrably Master's Degree in a relevant field.
• Age Minimum 18 years
• Both males and females are allowed to apply
• At least 3 years experience of working on the same thematic preferably in development and humanitarian context with at least 02 years of experience in developing and designing communication strategies and organization representation
• Experience in field-based content collection, story development, event documentation, social media management, donor visibility and advocacy-related communication will be an added advantage
• Proficiency in written and oral English and Hindi
• Strong writing and analytical skills are some of the most essential qualities for this role
• Experience with the best practices of common social media platforms is also an asset for this position
• Clear, concise, and responsible communication, adapted to the interlocutor (adult or child)
• Negotiation, management of problems and conflicts
• Strategic definition
• Training facilitation, capacity-building techniques for use with adults
• Development of new resources or adaptation of existing resources
• Individual assessments and steering
• Ability to translate field evidence, technical inputs and human stories into clear communication, visibility and advocacy products for different audiences
• Ability to actively manage organisational social media platforms, including content planning, regular posting, audience engagement and visibility monitoring
• Ability to develop standard communication templates, presentations, event summaries, case stories and external engagement materials
• Ability to effectively use Canva, CapCut, Adobe Photoshop, Adobe Illustrator, Adobe Premiere Pro, PowerPoint, Microsoft Publisher and other relevant digital tools to design and produce communication, visibility, social media, video, event and presentation materials in line with HI branding and accessibility standards
• Ability to use professional cameras and basic photography equipment to capture high-quality photos and visual content for field documentation, case stories, event coverage, donor visibility and social media, while ensuring informed consent, dignity, safeguarding and ethical storytelling standards