- Monitoring, Evaluation & Documentation Officer

Monitoring, Evaluation & Documentation Officer (for Project promoting STEM, Healthy Living, and Sports)

Location: Mumbai (with periodic travel to project schools in Mumbai, Navi Mumbai, Thane and Palghar)

Report to: Project Lead

About Smile Foundation:

Smile Foundation is a national-level development organisation working across India in the areas of education, healthcare, livelihoods and women empowerment, directly reaching children, youth and families in underserved communities. The organisation partners with leading corporates, institutions and governments to design and deliver high-quality, outcome-driven programmes at scale.

About the Project:

This CSR-supported project promotes STEM education, Healthy Living and Sports among students of 14 schools across Mumbai, Navi Mumbai, Thane and Palghar, reaching approximately 5,220 students. Through hands-on STEM learning, science labs, health and hygiene interventions, sports and life-skills activities, the project aims to build scientific temper, healthy habits and holistic development among children, in close partnership with school administrations and government stakeholders. The project follows a rigorous results framework, offering the role holder an excellent opportunity to build a strong professional profile in monitoring, evaluation and learning within a well-resourced, multi-thematic programme.

Main Purpose:

The Monitoring, Evaluation & Documentation Officer anchors the monitoring, evaluation, learning and documentation functions of the project. The role holder is responsible for tracking project performance against the results framework and log frame, managing the project MIS and databases, ensuring the quality and integrity of all project data, coordinating assessments and studies, and producing high-quality reports, dashboards and documentation that demonstrate the projects outcomes to Smile Foundations leadership and the supporting corporate partner.

Accountabilities:

Effective functioning of the projects monitoring and evaluation system, including indicator tracking against the approved log frame and results framework

Development, maintenance and regular updating of the project MIS, databases and trackers across all project schools and thematic components (STEM, Healthy Living and Sports)

Ensuring accuracy, completeness, consistency and integrity of all project data, with adherence to data protection and confidentiality norms

Timely generation and submission of monitoring reports - weekly, monthly, quarterly and annual - as per the formats shared by Smile Foundation and the donor

Coordination of baseline, periodic and endline assessments and studies, in line with the projects M&E; framework

¢ High-quality documentation of project processes, outcomes, case studies and learnings for internal use, donor reporting and external communication

¢ Supporting the Project Lead with credible data, analysis and evidence for reviews, decision-making and donor engagement

¢ Compliance with the organisations policies and procedures, including child safeguarding norms





¢ Reporting at the Smile Mumbai office for necessary documentation, coordination and review, as required

Duties and Responsibilities:

Monitoring and MIS Management:

¢ Operationalise the projects M&E; plan - track output and outcome indicators against the log frame, and flag variances to the Project Lead with analysis and recommendations

¢ Design, maintain and regularly update the project MIS, including student enrolment and attendance records, activity trackers, kit/inventory records, assessment data and event documentation

¢ Ensure overall database management for the project, including proper structuring, version control, back-up and secure storage of all project data

¢ Develop and refine data collection formats, templates and tools in coordination with the Project Lead and the central M&E; team

¢ Drive digitisation of data collection processes (e.g. online forms, mobile-based data collection tools) wherever feasible

Data Collection and Quality Assurance:

¢ Coordinate with STEM Mentors and Academic Facilitators for timely and complete collection of data from all project schools

¢ Conduct regular data validation and quality checks, identify gaps or inconsistencies, and follow up with field teams for correction

¢ Undertake periodic field/school visits to verify data at source, observe activities, and orient field staff on data recording formats and M&E; protocols

¢ Build the capacity of the project team on monitoring tools, data quality standards and reporting requirements

Evaluation and Learning:

¢ Coordinate baseline, periodic (formative) and endline assessments, including student learning assessments, health/behaviour surveys and activity-level feedback, in collaboration with the central M&E; team and external agencies where engaged

¢ Analyse project data to generate insights on progress, quality and outcomes, and present findings through dashboards, summaries, charts and presentations for internal reviews and donor meetings

¢ Facilitate periodic reflection and learning exercises with the project team, so that evidence informs course corrections and programme quality

Documentation and Reporting:

¢ Prepare and submit weekly updates and monthly, quarterly and annual progress reports of the project, as per the formats and timelines shared by Smile Foundation and the donor

¢ Develop compelling, evidence-backed case studies, success stories, human-interest stories and best-practice documentation for donor reporting and external communication

¢ Maintain a well-indexed repository of project documents, photographs, attendance sheets, consent forms, event reports and media coverage

¢ Support the Project Lead in preparing presentations and materials for donor reviews,



field visits and organisational reporting

Organisational responsibilities:

¢ Work cooperatively with external organisations and Smile Foundation to pursue project objectives and wider organisational goals, including those relating to brand, communications and resource management

¢ Actively participate and support the organisation to ensure resources are managed efficiently and effectively through improvement of systems, reporting and compliance

¢ The role holder will from time to time be required to undertake any other duties that are within the scope of this role

¢ The post holder will be required to travel to provide support or participate in Smile Foundations / Partners activities as and when required

¢ Ability to handle digital devices and MIS platforms, work with teachers/officials and multiple teams, and handle ad hoc tasks

Eligibility Criteria

Skills and Experience (Essential):

¢ 2-5 years of relevant experience in monitoring & evaluation, MIS/data management or research roles, preferably in the development sector or education/health projects

¢ Working understanding of M&E; concepts and tools - log frames, results frameworks, indicators, baseline/endline studies and data quality standards

¢ Advanced proficiency in MS Excel (pivot tables, lookups, data validation, charts) and strong working knowledge of MS Word and PowerPoint

¢ Demonstrated experience of managing databases and producing accurate, deadline-bound reports with strong attention to detail

¢ Strong analytical ability - comfort in interpreting data and translating it into clear findings, visuals and recommendations

¢ Excellent written and verbal communication skills in English and the local language (Marathi), with the ability to write explicit reports and case studies. Speaking in Hindi is an added advantage

¢ Team player with good coordination skills and the ability to work with field teams, school staff and multiple stakeholders

Qualifications:

¢ Bachelors/Masters Degree, preferably in Statistics, Economics, Social Sciences, Development Studies, Computer Applications, Science or a related discipline

¢ Certification or demonstrated skills in M&E;, data management or analytics tools will be an advantage

Desirable:

¢ Experience of working on CSR-funded or donor-funded projects with structured results frameworks and reporting requirements

¢ Working knowledge of data visualisation and analysis tools such as Power BI, Looker Studio or similar

¢ Experience with digital data collection platforms (e.g.

Google

Forms, KoboToolbox, ODK) and online MIS systems

¢ Exposure to student learning assessments, school health programmes or sports-for-development initiatives

¢ Skills in photography/basic design for documentation and communication outputs

¢ An understanding of social/development sector issues in education and health, and passion for working with children and communities

¢ Good interpersonal skills, ability to handle work pressures and deliver under tight schedules, and flexibility in approach

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📌 Monitoring Evaluation and Documentation Officer (Mumbai)
🏢 Smile Foundation
📍 Mumbai