Data Entry / Documentation Officer

Full job description

Location: Karachi especially District (Keamari/Malir)

KEY RESPONSIBILITIES & DUTIES

Data Entry & Management

• Enter, update, and maintain accurate programme data records using Microsoft Excel, Google Sheets, CSPro, KOBO Toolbox, or other designated data management systems.
• Verify and cross-check all entered data for completeness, accuracy, and internal consistency before submission.
• Identify, investigate, and rectify data entry errors, discrepancies, and inconsistencies promptly.
• Maintain an online/shared daily data entry tracker, updating entry numbers and progress against targets on a daily basis.
• Ensure all data management practices comply with ITA's data quality standards, confidentiality guidelines, and donor data requirements.

Documentation & Filing

• Organize and maintain comprehensive project-related documents in both digital and physical filing systems.
• Ensure all programme documents — activity reports, attendance sheets, assessment forms, training records — are properly labelled, filed, and easily retrievable.
• Support preparation and compilation of periodic reports, data summaries, and statistical annexes as required by supervisors.
• Maintain master copies of all programme templates, tools, and forms, and distribute updated versions to field teams.

Data Tools & Systems

• Operate ITA's data collection and management tools proficiently, including CSPro, KOBO Toolbox, STATA, or other designated software.
• Assist in basic troubleshooting of data entry or system-related issues and escalate complex issues to the MEAL Manager.
• Support field teams in correct use of digital data collection tools through orientation and practical guidance.
• Contribute to the testing and quality checking of new data collection forms or tools before field deployment.

Coordination & Compliance

• Collaborate with field teams, research staff, project managers, and MEAL staff to collect, validate, and consolidate data.
• Communicate data inconsistencies, missing information, or quality issues promptly to relevant stakeholders.
• Ensure adherence to ITA's and donor data protection and confidentiality policies at all times.
• Ensure full compliance with ITA's Code of Conduct, safeguarding, and PSEA policies.
• Undertake any other tasks as assigned by the line manager.

QUALIFICATIONS & EXPERIENCE

• Bachelor's degree in Statistics, Computer Science, Social Sciences, or a related field.
• Minimum 2–3 years of experience in data entry, documentation, and data management in an NGO or development context.
• Proficiency in MS Excel, Google Sheets, and at least one digital data collection tool (KOBO Toolbox, CSPro, ODK).
• High accuracy, attention to detail, and strong commitment to data quality and integrity.
• Ability to manage large volumes of data and meet tight deadlines.
• Good communication and coordination skills in Urdu and English; Sindhi an advantage.

Work Location: In person