Documentation Manager

Key Roles & Responsibilities

• 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
• Programme documents
• 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.

• 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
• Financial documents
• Utilisation certificates
• 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.

• 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.

• 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.

• CSR Tracker & MIS Management

Maintain an updated CSR Partnership Documentation Tracker.

Track the status of

Prospective partners

Proposals submitted

Follow-ups

Approvals

Agreements

• Funds committed
• Reporting requirements
• Project completion
• Partnership renewal
• Prepare regular MIS and documentation updates for senior management.
• Highlight pending documentation and upcoming deadlines for timely action.

• Knowledge & Document Repository Management

• Develop and maintain a central repository of key CanKids documents, including:
• Organisation profile
• Annual reports
• Programme documents
• CSR proposals
• Case studies
• 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.

• Cross-Functional Coordination

The Document Manager will work closely with

CSR & Resource Mobilisation Team

Programme Teams

Finance Team

MEL Team

Communications Team

Senior Leadership

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

Key Deliverables

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.