Documentation Specialist at mothers2mothers

Job Description

• We are seeking a Documentation Specialist to help us better translate our excellent technical work into a variety of outputs for internal and external audiences, including items such as green papers and white papers, fact sheets, technical or policy briefings, donor reports or proposals, op-eds, conference abstracts and posters, and blog posts.
• Through this content, we will drive greater understanding of the issues underpinning m2m’s work, and our unique contribution, helping us to secure additional support and partnerships.  
• The Documentation Specialist is a self-motivated, enterprising individual with a proven track record of producing excellent written content on public health and related issues in sub-Saharan Africa.
• The Documentation Specialist has the qualifications and experience to find and produce “stories” / material that will promote health and advance m2m’s strategy.  
• Working closely with a team of Frontline Health Workers, Technical Experts in Public Health, Primary Health Care, Programme Implementation, Strategic Information and Implementation Science, Communications Professionals, and with a thorough understanding of the value of including diverse voices of real people, the Documentation Specialist will find, develop and deliver compelling content that utilises both internal and external sources (including data) to help a diverse range of audiences gain a deeper understanding about ensuring equitable access to quality healthcare services in sub-Saharan Africa, promoting well-being, and reducing health disparities among individuals and communities.
• Working across the organization, the incumbent reports to the Director-Primary Health Care. 

Key Performance Areas: 

Support documentation of primary health care interventions using global strategies as a benchmark: 

• Collaborate with external resources to keep abreast of Public Health news and trends in sub-Saharan Africa, and share content and ideas for features. 
• Collaborate with subject matter experts (SMEs), stakeholders, and team members to gather information and feedback for document creation and updates. 
• Incorporate data analysis with compelling storytelling to produce impactful Public Health journalism.  
• Lead on the conceptualisation and delivery of a variety of written content including, but not limited to:  
• Position Papers, Green Papers, Policy/Technical Briefings, Op-Eds, Blogs, Conference Abstracts/Posters/Presentations, Infographics, Donor Reports and Proposals, Social Media Posts based on this content. 
• Create, edit, and maintain a variety of documents such as user manuals, technical specifications, standard operating procedures (SOPs) and reports. 
• Write user-friendly content that meets the needs of the target audience, turning insights into language for user success 
• Lead the development of programme factsheets by disease profile and by the audience  
• Work alongside the Country Technical Unit to write conference abstracts and peer-reviewed journals 
• Lead the development and scripting of PHC-related slides for dissemination in various internal and external audience  
• Working alongside, among others, Frontline Health Workers, Technical Experts, Researchers, Programme Implementers, and other Health Professionals to research and write succinct, relevant, timely Public Health stories/material including but not limited to Investigative Reports, Features and In-Depth Stories, News articles, Op-Eds and Commentaries, Media Briefs, Social Media Posts, Public Service Announcements, Policy Briefs, Podcasts, Video Content, Infographics, Position Papers, Green Papers - for distribution on multiple traditional and digital platforms, including but not limited to m2m website, Social Media and Online Platforms, Digital media outlets, Health and Science Blogs, Non-profit and Advocacy Organizations’ Publications, Health-Related Podcasts, Trade and Industry Publications, Newspapers, and Magazines, Government Health Agencies’ Publications, etc. 
•  Create, edit, and maintain a variety of documents such as user manuals, technical specifications, standard operating procedures (SOPs), policies, and reports. 

 Content Management and Quality control: 

• Organize and manage document repositories, ensuring documents are easily accessible and properly categorized. This may involve using document management systems (DMS) or content management systems (CMS). 
•  Review documents for accuracy, completeness, clarity, and consistency in content and format. Ensure documents comply with organizational standards and guidelines. 
• Implement and maintain version control processes to track document revisions, updates, and changes. Ensure that the most current version of documents is readily available to users 
• Ensure documents are formatted appropriately and consistently, including layout, fonts, styles, and graphics if applicable. Create templates to standardize document formatting. 
• Ensure documents adhere to regulatory requirements, industry standards, and organizational policies. Stay updated on relevant regulations and standards affecting document management. 
• Manage the entire lifecycle of documents from creation through revision, approval, distribution, and archiving or disposal. 
• Identify opportunities for improving documentation processes, standards, and templates. Recommend and implement enhancements to improve document quality and efficiency. 
• Provide training and support to users on document management systems, document templates, and best practices for document creation and maintenance. 
• Maintain confidentiality and integrity of sensitive information included in documents. Ensure compliance with data protection and privacy regulations. 

Contribute to business development efforts: 

• Stay abreast of industry trends, best practices, and advancements in document management and technical writing. 
• Collaborate with the PHC director and Country Technical Unit teams to write technical analyses of RFAs/RFPs/NOFOs; this may include the development of slides  
• Lead the writing of high-quality and responsive programmes including guidelines, standard operating procedures, and toolkits to advance the primary health care programmes  
• Develop technical narrative (as needed) by collecting, integrating, and ensuring the quality of inputs and contributions from technical leads/technical support team and consultants. 
• Participate in technical reviews and incorporate feedback and revisions promptly. 
• Gain a deep understanding of products and services, and translate complex information into simple, polished, engaging content 

Cross-Functional communication: 

• Collaborate with m2m’s Communications and Advocacy team to plan and distribute content in alignment with the organisational editorial calendar, external events, or other moments.  
• Translate research (undertaken by m2m as well as research undertaken external to m2m) into content that everyone can understand and disseminate as required  
• Create project-specific documentation such as project plans, meeting minutes, status reports, and deliverable documents and ensure dissemination as required 
• Develop user-friendly documentation for end-users, including instructions, FAQs, troubleshooting guides, and other support materials. 
• Effectively communicate with stakeholders and team members regarding document requirements, updates, and approvals. 
• Liaison with the communication team and graphic designer to ensure the production line of DPTS products is completed 
• Support in the organization of both internal and external webinars  

Job Requirements

Qualifications: 

• Post Graduate Degree in Communications or Journalism.  
• Specialization in Health Journalism is a strong recommendation.  
• Masters Degree in Public Health (MPH) is a strong recommendation. 
• At least three – five years of experience as a Health Journalist / Health Reporter, or an equivalent technical writing role.  
• At least three-five years working in public health sector as a documentation specialist 
• Thorough understanding of, and the ability to undertake detailed research/reporting into Public Health, Health Systems, Primary Health Care, Community Based PHC, Universal Health Coverage, Burden of Disease in sub-Saharan Africa, barriers to uptake of health services in sub-Saharan Africa, Digital Health and related (health) topics.  
• Basic understanding of empirical research design, research methodology and analysis culminating in the ability to translate scientific material into readable, relevant and compelling material for a general audience.  
• Experience in science reporting is a strong recommendation. 
• Strong written and verbal communication – i.e. a demonstrated ability to articulate and present verbally and in writing. 
• Advanced-level professional competency and brilliant command of written and spoken English.  
• Professional competency in Portuguese and / or French is a strong recommendation. 

Skills and experience: 

• Excellent reporting and writing skills, displaying versatility and nuance with a proven track record of finding, producing and driving compelling, evidence-based, rigorously reported Public Health material to a range of audiences.  
• The ability to communicate clearly and precisely in various formats (written / text, audio, digital/social, interactive etc.) and face-to-face.  
• A passion for following health trends and their impact on communities, using data insightfully to add context.  
• The skillset and ambition to take on deeps-dives and detailed research work. 
• The ability to pursue innovative and inclusive coverage techniques while maintaining standards for integrity and objectivity. 
• The ability to question assumptions – including your own – and take the extra steps needed to construct multi-dimensional, in-depth, well researched material for multiple stakeholder groups ranging from lay audiences to technically expert audiences.  
• The ability to distill complex and dense subjects into readable and relevant material for a general audience.  
• Good teamwork – i.e. the ability to work within an inclusive, collaborative team environment, including but not limited to Frontline Health Workers, Technical Specialists in Public Health, in Development, Programme Implementation, Strategic Information, Implementation Science etc.  
• The ability to manage multiple projects simultaneously across formats and successfully follow complex story lines. 
• A perfectionist’s attention to detail. 
• Excellent project-management skills. 
• A proven ability to meet deadlines. 
• Self-Motivated – the ability to stay disciplined and motivated. 
• High degree of independent thinking and self-responsibility.