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. 2. 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. 3. 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. 4. 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. 5. 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. 6. 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. 7. 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.

and priorities of prospective CSR partners. Maintain updated standard templates for CSR proposals and partner documentation. 2. 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. 3. 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. 4. 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. 5. 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