Job Summary:
The Communication and Reporting Assistant - support the program team in reporting and communication including documenting minutes of sub-grant application/proposals review meeting, program meeting minutes, drafting/editing of narrative reports, proposals, templates, presentation and procedural documents. Aside from this, s/he will work on visibility and communication material, including brochures, presentation, case studies, videos and documentaries.
He/She support Grants unit in coordination with the stake holder including drafting the letters to partners/stake holder, drafting extract/summary from potential project proposal for sharing with stake holder to ensure adequate coordination both during design and implementation of the program.
Duties and Responsibilities:
1) The Communication and Reporting Assistant - will participate in sub-award proposal review meetings, document the panel review meeting minutes and assist the management in consolidating and communicating feedback to applicant and coordinating the proposed intervention with stake holders.
2) Document the minutes/decisions made in regular program and staff meetings and meetings with donors, partners and various other stakeholders.
3) Assist the program team by drafting/editing funding proposals, donor reports, analyzing and verifying qualitative and quantitative data.
4) Assist the Grants unit and other relevant team members in reviewing, formatting and editing procedural documents, web documents, Call for Proposals, needs assessments, proposal development guidelines, templates and other program documents to support smooth project management.
5) Work on the development and review of visibility and communication material, including brochures, presentation, case studies, videos and documentaries.
6) Assist the Grants unit in routine tasks as directed including but not limited to drafting the letter to partners and stake holders and maintaining grant files
7) Provide support to program team in collecting monthly progress updates of on-going programs from field offices, compiling the updates, drafting the situation and monthly reports for submission to donor and headquarter.
Skills/Experience Required.
- Excellent verbal and written English skills are a must for this position; short-listed applicants will be asked during the selection process to demonstrate strong English writing skills, in particular
- Related experience of editing/drafting/report writing however fresh candidates fulfilling the requirements can be considered.
- Career interest in communications and reporting/documentation and strong desire to gain professional experience at an international humanitarian and development NGO
- Methodical and thorough approach with strong attention to detail
- Good knowledge of computer applications (e.g. Microsoft Word, Excel, PowerPoint; knowledge of Publisher is desirable)
- Commitment to organizational goals and mission
- Ability to work as part of a team with strong interpersonal skills
- Cross-cultural awareness and sensitivity
Relationship:
Liaise with relevant program team, administration and finance department on need basis.
Job Specifications
- Minimum qualifications – Master’s degree in English Literature, International Relations, Mass Communications or Social sciences.
- Relevant work experience in a similar capacity, preferably in the NGO sector.
- Relevant basic level experience of editing and drafting the report, communication material
Sense of Responsibility
Must exert a high level of effort and perseverance towards goal attainment, work hard to excel at tasks by setting high standards, pay attention to details, work consistently, and display a high level of concentration, even when assigned an unpleasant task. Display high standards of attendance, punctuality, enthusiasm, vitality, and optimism in approaching and completing tasks.
Planning and Organisation
Must have belief in own abilities, and maintain a positive, self-confident approach to task achievement. Demonstrate knowledge of own skills and abilities, remain aware of impact on others, know own capacity and needs and how to address them.
Flexibility
Must demonstrate willingness and ability to change, and manage that change in a sensitive manner to effectively balance the needs of the task and the people involved
- Basic understanding of humanitarian issues in Pakistan.
- Commitment to humanitarian principles and actions.
- Commitment to equal opportunity and gender equality.
- Familiarity with the following
- Communicating with stake holders including government, UN and I/NGOs.
- Working/role of NGOs in development sector
- Development Communication materials
Accountability:
Accountable as per abovementioned duties and responsibilities
Authority:
As per delegation and authorization limit
Special Circumstances:
Sometimes we have to operate in risky environments/areas and has to respond to emergency situations – this means the job may include travel to remote areas. We have a security management system for all possible risks.
Performance Standards: Detail JD with performance standard will be shared upon hiring.
Professional Association Membership: NA
Code of Conduct and Programme Participant Protection Policy
We have a staff Code of Conduct and a Programme Participant Protection Policy which have been developed to ensure the maximum protection of programme participants from exploitation and to clarify the responsibilities of staff, consultants, visitors to the programme and partner organizations, and the standards of behavior expected from them. In this context staff have the responsibility to the organization to strive for, and maintain, the highest standard in day-to-day conduct in their workplace in accordance with our core values and mission.
Any candidate offered a job with us will be expected to sign the Programme Participant Protection Policy and the Staff Code of Conduct as an appendix to their contract employment.
Any breach of Staff Code of Conduct or the Programme Participant Protection Policy by employees during the course of their employment will result in disciplinary action up to, and including dismissal.