Key Responsibilities
Key Roles and Responsibilities
*A. NGO Operations and Administration*
- Manage the day-to-day operations of the NGO and ensure the smooth implementation of organisational activities.
- Develop annual operational plans, activity calendars, budgets and implementation strategies in consultation with the CEO.
- Establish effective systems, processes, policies and documentation for NGO operations.
- Maintain organisational records, project files, beneficiary databases, agreements and statutory documents in coordination with the relevant professionals.
- Ensure that all activities align with the NGO’s mission, objectives, approved budgets and applicable legal requirements.
- Identify operational challenges and recommend practical solutions to the CEO.
- Coordinate with trustees, management, employees, consultants, volunteers and external stakeholders.
*B. Programme and Project Coordination*
- Identify community needs and develop suitable social welfare and development programmes.
- Prepare project proposals, concept notes, project plans, implementation schedules and activity budgets.
- Plan, coordinate and execute NGO projects from initiation to completion.
- Define project objectives, deliverables, timelines, performance indicators and expected outcomes.
- Ensure projects are implemented within approved budgets and timelines.
- Monitor programme progress and take corrective action wherever required.
- Prepare project progress reports, completion reports, impact reports and presentations for the CEO, donors and funding agencies.
- Coordinate with partner organisations, hospitals, educational institutions, government departments and other relevant agencies, as applicable.
*C. Field Operations and Community Mobilisation*
- Plan and supervise field visits, community outreach activities, awareness programmes and beneficiary engagement initiatives.
- Identify eligible beneficiaries and establish appropriate beneficiary registration, verification and follow-up processes.
- Build relationships with community leaders, local institutions, volunteers and grassroots organisations.
- Conduct community needs assessments and identify opportunities for intervention.
- Ensure proper implementation and documentation of field activities.
- Monitor field-level performance and verify the quality and effectiveness of programme delivery.
- Maintain accurate records of beneficiaries reached, activities conducted, services delivered and outcomes achieved.
- Ensure that beneficiaries are treated respectfully and that their personal information is handled confidentially.
*D. Fundraising and Donor Relationship Management*
- Develop and implement fundraising strategies to support the NGO’s programmes and long-term sustainability.
- Identify potential individual donors, corporate donors, CSR funding opportunities, philanthropic institutions, foundations and grant-making agencies.
- Research funding opportunities and maintain a structured database of prospective and existing donors.
- Prepare funding proposals, project budgets, presentations, concept notes and grant applications.
- Build and maintain strong relationships with donors, CSR teams, corporate representatives and funding partners.
- Coordinate donor meetings, presentations, field visits and programme reviews.
- Ensure timely submission of donor reports, utilisation statements and supporting documentation in coordination with the finance team or external accountant.
- Maintain transparency in fund utilisation and provide donors with accurate updates on programme progress and outcomes.
- Develop strategies to improve donor retention, repeat contributions and long-term funding partnerships.
- Track fundraising targets, proposals submitted, funds sanctioned, funds received and pending commitments.
*E. Financial Coordination and Fund Utilisation*
- Prepare programme-wise budgets and expenditure projections in coordination with the CEO and accountant.
- Monitor project expenditure against approved budgets and identify variances.
- Ensure that project expenses are supported by appropriate approvals, bills, vouchers and supporting records.
- Coordinate with the accountant for donation records, fund utilisation reports, project-wise financial statements and audit documentation.
- Track restricted and unrestricted donations and ensure funds are utilised for their approved purposes.
- Prepare periodic financial and operational updates for management review.
- Support financial planning, cost control and efficient utilisation of organisational resources.
Note: Accounting entries, statutory financial statements and professional audit responsibilities should be handled by the designated accountant and qualified professionals, with coordination from this position.
*F. Monitoring, Evaluation and Impact Reporting*
- Develop measurable indicators to assess programme performance and social impact.
- Establish systems for monitoring project activities, beneficiary outcomes and service delivery.
- Conduct periodic field reviews and validate programme data.
- Analyse project results, identify gaps and recommend improvements.
- Prepare monthly, quarterly and annual performance reports for the CEO.
- Document success stories, case studies, beneficiary feedback, photographs and programme outcomes, with appropriate consent.
- Maintain accurate, verifiable data for donor reporting, CSR reviews and organisational presentations.
*G. Partnerships and External Relations*
- Establish and maintain partnerships with corporate organisations, hospitals, educational institutions, community organisations, government agencies and other NGOs.
- Represent the NGO in relevant meetings, networking events, community programmes and donor interactions, as authorised by the CEO.
- Identify collaboration opportunities that can expand the NGO’s reach and impact.
- Coordinate Memorandums of Understanding (MoUs), partnership agreements and project-related commitments, subject to management approval.
- Maintain professional relationships with all stakeholders and protect the organisation’s reputation.
*H. Compliance and Governance Coordination*
- Coordinate with the CEO, trustees, accountant, auditor and legal or compliance consultants to maintain appropriate organisational records.
- Track compliance deadlines, registration renewals, reporting requirements and documentation relevant to the NGO’s legal structure and activities.
- Maintain records of board or trustee meetings, resolutions, project approvals and donor agreements, as assigned.
- Support applicable requirements relating to income-tax registrations, CSR funding, grant conditions and foreign contributions, where relevant.
- Ensure that fundraising communications and beneficiary-related activities follow organisational policies and applicable laws.
- Escalate potential compliance issues, financial irregularities, conflicts of interest or misuse of funds to the CEO immediately.
3. Reporting and Accountability
The position will report directly to the CEO and will be accountable for:
- Overall NGO operational performance and programme execution.
- Timely implementation of approved projects and field activities.
- Fundraising pipeline development and donor relationship management.
- Timely preparation and submission of project and donor reports.
- Proper monitoring of programme budgets and fund utilisation.
- Accuracy of beneficiary records and programme impact data.
- Development of strategic partnerships and funding opportunities.
- Timely identification and escalation of operational, financial and compliance risks.
The employee must obtain the CEO’s approval for major financial commitments, new projects, funding agreements, public commitments and other matters requiring management authorisation.
4. Educational Qualifications
*Mandatory qualification:*
- Master’s degree in Social Work (MSW), Development Studies, Rural Development, Public Administration, Sociology, Social Sciences or an equivalent relevant discipline.
*Preferred additional qualifications:*
- Postgraduate qualification or professional certification in NGO Management, Project Management, Development Management, Fundraising, CSR or Monitoring and Evaluation.
- Training in grant writing, project budgeting, donor reporting and social impact assessment.
5. Experience Requirements
- Minimum 10–15 years of relevant professional experience in NGO management, development-sector operations, social welfare programmes, community development or related fields.
- Demonstrated experience in managing programmes or projects from planning through implementation and evaluation.
- Proven experience in fundraising, donor engagement, grant applications or CSR partnerships.
- Experience in community mobilisation, field operations and beneficiary management.
- Experience in preparing project proposals, budgets, utilisation reports and management presentations.
- Previous experience managing teams, field personnel, volunteers or external partners.
- Experience coordinating with senior management, trustees, corporate stakeholders and funding agencies.
Preference will be given to candidates who have independently managed NGO operations and demonstrated the ability to secure funding, execute projects and report measurable outcomes.
7. Key Performance Indicators (KPIs)
Performance will be reviewed monthly and quarterly against targets approved by the CEO.
1. *Programme implementation:* Percentage of approved projects and activities completed within the agreed timelines.
2. *Fundraising performance:* Value of funds secured against approved annual or quarterly targets.
3. *Donor development:* Number of qualified funding opportunities identified, proposals submitted and donor partnerships developed.
4. *Reporting compliance:* Timely and accurate submission of programme reports, donor reports and utilisation documentation.
5. *Beneficiary outreach:* Number of beneficiaries reached against approved programme targets, supported by verifiable records.
6. *Project budget management:* Adherence to approved budgets and timely reporting of expenditure variances.
7. *Programme impact:* Achievement of defined project outcomes and measurable indicators.
8. *Field monitoring:* Completion of planned field visits, monitoring reviews and beneficiary follow-ups.
9. *Partnership development:* Number and quality of active institutional, corporate and community partnerships.
10. *Documentation and compliance:* Maintenance of complete project records and timely escalation of compliance issues.
Work Location: In person
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