Project Documentation Writer

About Food For The Poor

Food For The Poor, one of the largest international relief and development organizations in the nation, does much more than feed millions of the hungry poor primarily in 17 countries of the Caribbean and Latin America. This interdenominational Christian ministry provides emergency relief assistance, clean water, medicines, educational materials, homes, support for orphans and the elders, skills training and micro-enterprise development assistance. "Join us in our mission to serve the poorest of the poor."

Overall Responsibility:

The Project Documentation Writer is responsible for researching, analyzing, developing, and maintaining donor-facing and internal documentation that supports project reporting, donor stewardship, proposal development, and organizational accountability. This role collaborates closely with project managers, program staff, and cross-functional stakeholders to transform complex project, operational, and financial information into clear, accurate, and compelling written content for donors and organizational leadership. Technical Writing and Communication Strong technical, business, and donor-focused writing skills. Ability to interpret source information and rewrite content into clear, accurate, and compelling narratives.

The Project Documentation Writer exercises independent judgment in evaluating source information, identifying gaps or inconsistencies, synthesizing information from multiple sources, and determining the most effective approach for communicating project outcomes, impact, and progress. The role serves as a key contributor to the organization's stewardship and reporting efforts by ensuring that project documentation is accurate, complete, aligned with organizational standards, and reflective of Food For The Poor's mission and donor commitments.

Duties:

Project Reporting and Documentation

• Research, analyze, and synthesize project, operational, and financial information from multiple sources to develop comprehensive project status reports, completion reports, donor updates, and stewardship communications.
• Develop original donor-facing project fulfillment packages and stewardship materials that effectively communicate project impact, outcomes, and funding utilization.
• Draft, edit, and refine solicitation proposals, project narratives, and strategic communications tailored to donor and stakeholder audiences.
• Interpret technical, operational, and project-related information and transform it into clear, compelling, and audience-appropriate written content that supports donor engagement and organizational objectives.

Information Verification and Quality Assurance

• Evaluate project information and supporting documentation to identify inconsistencies, information gaps, or reporting risks, and collaborate with stakeholders to resolve issues and ensure reporting accuracy.
• Analyze project files, supporting records, and program documentation to validate activities, milestones, expenditures, outcomes, and project performance.
• Exercise independent judgment in determining the accuracy, completeness, and appropriateness of information included in donor reports and organizational communications.
• Review, edit, and enhance written materials to ensure clarity, consistency, accuracy, compliance with organizational standards, and alignment with donor expectations.

Project Tracking and Records Management

• Evaluate project information and supporting documentation to identify inconsistencies, information gaps, or reporting risks, and collaborate with stakeholders to resolve issues and ensure reporting accuracy.
• Analyze project files, supporting records, and program documentation to validate activities, milestones, expenditures, outcomes, and project performance.
• Exercise independent judgment in determining the accuracy, completeness, and appropriateness of information included in donor reports and organizational communications.
• Review, edit, and enhance written materials to ensure clarity, consistency, accuracy, compliance with organizational standards, and alignment with donor expectations.

Financial and Compliance Support

• Analyze project documentation, funding records, and supporting information to ensure donor reports accurately reflect project implementation and financial activity.
• Review project funding, expenditure, and disbursement information to support accurate representation of project status and resource utilization.
• Collaborate with program, finance, and project stakeholders to ensure reporting aligns with approved budgets, donor restrictions, and organizational requirements.
• Identify and escalate potential reporting discrepancies, compliance concerns, or documentation gaps that may impact donor communications or organizational accountability.

Visual Content and Supporting Materials

• Evaluate and select photographs, narratives, and supporting materials that effectively document project activities, outcomes, and impact.
• Determine the appropriate integration of visual content to strengthen project reporting, donor communications, and stewardship materials.
• Ensure visual content accurately reflects project activities and aligns with organizational messaging, reporting standards, and donor expectations.

Customer Service and Collaboration

• Serve as a resource to fundraising, donor relations, and program teams by providing expertise and guidance related to project documentation, reporting requirements, and donor communications.
• Collaborate with cross-functional stakeholders to gather, analyze, and interpret information necessary for effective project reporting and stewardship communications.
• Build productive working relationships with internal partners to facilitate information sharing, improve reporting effectiveness, and support organizational objectives.

Additional Responsibilities

• Perform other duties and special projects as assigned by Department Manager and/or Director.

Education:

BA/S or equivalent in related field required – English, journalism, or communications.

Experience:

• Minimum of 5 years of professional writing, editing, reporting, communications, proposal development, or documentation experience.
• Demonstrated experience researching, analyzing, and synthesizing information from multiple sources into professional written deliverables.
• Experience developing donor reports, grant reports, stewardship communications, proposals, or impact reporting preferred.

Skills:

Technical Writing and Communication

• Strong technical, business, and donor-focused writing skills.
• Ability to interpret source information and rewrite content into clear, accurate, and compelling narratives.
• Excellent written, verbal, and interpersonal communication skills.

Editing and Proofreading

• Strong proofreading and editing skills with exceptional attention to detail.
• Ability to identify and correct grammatical, formatting, consistency, and content errors.
• Commitment to producing high-quality, accurate work products.

Critical Thinking and Problem Solving

• Ability to independently analyze information, identify discrepancies, and resolve issues using sound judgment and logical reasoning.
• Ability to gather information from multiple sources and determine appropriate next steps.

Research and Information Gathering

• Ability to research, verify, and compile information from various internal and external sources.
• Ability to locate and evaluate relevant supporting information, data, and documentation.

Organizational and Time Management Skills

• Strong organizational skills with the ability to manage multiple projects simultaneously.
• Ability to prioritize competing deadlines with limited supervision.
• Ability to maintain accurate records and documentation.

Technical Skills

• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Experience with electronic document management and database systems preferred.