The Officer – Planning and Coordination is responsible for the end-to-end operational planning, coordination, and data management of Teacher Competency Test (TCT), External Evaluation (EE), and Whole School Evaluation (WSE) processes across Southern and Northern Zones.

The role ensures structured teacher data management, eligibility verification, evaluation tracking, materials coordination, scorecard preparation and dissemination, and cross-functional liaison with HR, IT, Regional Teams, Evaluators, and other stakeholders. The incumbent plays a critical role in maintaining data integrity, ensuring timely execution of evaluation cycles, and supporting evidence-based decision-making through accurate tracking, reporting, and operational oversight.

The position requires strong analytical capability, process discipline, coordination expertise, and meticulous attention to detail to ensure smooth execution of periodic and year-round (BAU) activities.

The incumbent will be responsible for managing all activities listed below for both Southern and Northern Zones on a year-round basis. These responsibilities require structured coordination, close monitoring, and continuous follow-up to ensure timely and smooth execution.

TCT Data Planning and Management (Periodic: April - June)

• Coordinate with HR for periodic teacher data collection (April–June).
• Collect, verify, and reconcile teacher records.
• Identify eligible candidates for TCT in coordination with Area and Regional Teams.
• Finalize subject allocations for eligible teachers.
• Resolve queries related to TCT data dumps in coordination with IT.
• Ensure data accuracy, validation, and version control.
• Maintain structured and updated TCT databases.

TCT Scorecards and Reporting (Periodic)

• Prepare TCT scorecards (April–June cycle).
• Ensure accuracy and quality checks before dissemination.
• Share school- and teacher-level scorecards with HEE’s and Regional Teams via email (August cycle).
• Maintain documentation and records of shared data.
• Ensure confidentiality and compliance with data governance standards.

Evaluation Tracking and WSE Planning (Year-Round - BAU)

• Support periodic planning of WSE schedules throughout the year.
• Develop and maintain evaluation tracking sheets and monitoring dashboards.
• Conduct manual tracking of 26-day WSE activity cycles.
• Track submission of data collection forms from schools and inform the Evaluation Analyst.
• Monitor participation, milestones, and execution timelines.
• Highlight delays, risks, and bottlenecks to management.

Operational Coordination and Communication (Year-Round - BAU)

• Prepare and send intimation letters to Area Managers and Principals.
• Coordinate evaluators once the scoping document is uploaded on OneDrive.
• Act as the operational focal point between QA, HR, IT, Regional Teams, Finance, Vendors, and Evaluators.
• Ensure timely dissemination of visit confirmations, logistics details, and execution updates.
• Provide structured operational updates, trackers, and summaries to leadership as required.

Materials and Report Management (Year-Round - BAU)

• Coordinate printing and dispatch of WSE Reports by the 5th of every month.
• Coordinate printing and packaging of TCT and EE tools.
• Maintain inventory records of assessment materials.
• Track dispatch, receipt confirmations, and documentation of utilization.
• Ensure confidentiality and secure handling of assessment materials.

Data Extraction and Sharing (Internal & External)

• Extract validated datasets for reporting and analysis.
• Prepare customized reports and summaries for internal departments (Training, Academics, HR, etc.).
• Share datasets with external partners as per approved protocols.
• Support data visualization (dashboards, summaries, charts).
• Ensure version control, documentation, and data security compliance.

Additional Responsibilities

• Provide operational support for other ongoing departmental tasks as required.
• Contribute to process improvement initiatives to enhance efficiency and data accuracy.

• Advanced MS Excel (Pivot Tables, XLOOKUP/VLOOKUP, dashboards)
• Data cleaning, validation, and reconciliation techniques
• Basic statistical analysis
• Familiarity with digital data collection tools and shared platforms (e.g., OneDrive)
• Report writing and documentation
• Strong coordination and follow-up skills
• Time management and deadline orientation
• Analytical thinking and problem-solving
• High attention to detail
• Data confidentiality and ethical handling

Bachelor’s or Master’s degree in Education, Statistics, Data Science, Management, or related field.
Certification or training in Data Management or M&E (preferred).

3-4 years of relevant experience in operations planning, programme coordination, data management, logistics management, or field execution roles.
Experience working with multiple internal and external stakeholders including HR, IT, regional teams, vendors, and service providers.