Documentation Manager

• 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.
  

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.

• 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.
  

• 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.
  

• 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.
  

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.

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.

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.