Program Officer-Reporting and communication

JOB DESCRIPTION

The program officer will provide relevant expert services to the program on reporting and communication activities. She/he will be responsible for writing, editing and proof reading of donor, partners and internal reports and communications materials, including but not limited to success stories, brochures and videos

Functional Responsibilities:

Under the supervision of the Program Coordinator M&E and in close coordination with Deputy Director and Grants Coordinator, s/he shall be responsible for performing the following duties: 

Reporting:

• Work with program, M&E and MIS staff to produce high quality donor and internal reports, proposals and other documents as requested.  Edit the texts, liaise with staff to check information and format the documents in line with Donor and/or Organization guidelines.
• Support program teams in finalizing sub-awards progress reports including baseline and final narrative reports.
• Provide editorial support to program team and partner, ensuring effective and timely dissemination of reports, in line with program reporting schedule and quality expectations;
• Draft humanitarian analyses and situational reports in consultation with the team
• Support M&E colleagues, in the field and HQ in gathering, tracking and reporting data
• Work closely with Management Information System (MIS) staff, to ensure accurate and effective data presentation, graphics and maps.
• Provide quality assurance, including data verification, on all reports and information products produced by project teams by editing and consolidating all reports for external and internal distribution;
• Oversee the collection and online archiving of all reports produced within Programmes;
• Provide on-going advice to staff and facilitate relevant capacity-building activities, such as report formatting
• Contribute to the development of reporting formats for the individual programmes and liaise with staff as appropriate.

Communications:

• Support development and implementation of communication and visibility activities to facilitate better understanding among partners and stakeholders about the program.
• Draft and develop internal and external communications materials in consultation with the Grants unit including brochures, flyers, fact sheets and short videos.
• Conceptualize, draft and edit human interest stories for external communications and internal/external reports.
• Undertake filed visits to gather information and results related to the program, capture photos of program activities/beneficiaries and collect case studies from the program area. 
• Support program team and partners in implementation of branding and marking plan.
• Provide high quality editing and formatting for all program related documents (e.g. Call for Proposals, needs assessments, proposal development guidelines, templates and other program documents to support smooth project management);
• Attend programme meetings, both internal and external, take detailed minutes on a case by case as requested, and ensure dissemination of minutes in a timely manner;
• Provide communications and administrative support to team in the preparation of capacity building events.

 Skills/Experience Required.

• Excellent verbal and written English skills are basic requirement for this position; during the selection process shortlisted applicant’s technical writing skill will be assessed;
• Minimum qualifications – Master’s degree in English Literature, International Relations, Mass Communications, , journalism or Social sciences.
• Ability to write clear, concise, and articulate program reports and communications materials with minimal oversight and editing.
• At-least 4 years of experience in communication, donor reporting, documentation publication in relation to INGOs/humanitarian sector.
• Previous experience with donor reporting and communications preferred.
• Proven experience of providing humanitarian information management and reporting during Organization onset humanitarian crises, including surveying and monitoring key information networks, developing and utilising multiple sources to provide information, and developing information products as appropriate to different audiences.
• Demonstrated ability to manage multiple priorities, deadlines, tasks efficiently;
• Experience in the usage of computers and office software packages (MS Word, Excel, Outlook etc.), and good knowledge of MS publisher and spreadsheet is desirable;
• Strong interpersonal skills and ability to work as part of a team in a diverse environment;
• Commitment to Organization’s organisational goals and mission;
• Previous experience/knowledge of monitoring and evaluation is desirable but not mandatory;
• Basic understanding of humanitarian issues in Pakistan.
• Commitment to humanitarian principles and actions.
• Commitment to equal opportunity and gender equality.

This job description is not an exhaustive list of the skills, efforts, duties, and responsibilities associated with the position.

Relationship:

S/he will coordinate with partners, project team member, administration, and Grant units on need basis.

Sense of Responsibility

Must exert a high level of effort and perseverance towards goal attainment, work hard to excel at assignment by setting high standards, pay attention to details, work consistently, and display a high level of concentration, even when assigned an additional responsibility. 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. 

Result Orientation:

Efficiently establishes an appropriate course of action for self and others to accomplish a goal. Steps lead to total task accomplishment through Organization for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. 

Solution Focused:

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving 

Accountability:

Accountable as per performance indicators

 Authority:

As per delegation and authorization limit

Performance Standards: detail JD with performance standards will be shared with successful candidate.

Special Circumstances:

Hiring agency, like other INGOs working in Pakistan, sometimes has to operate in risky environments/areas and has to respond to emergency situations – this means the job may include travel to remote areas. Organization has a security management system for all possible risks. 

Organization Staff Code of Conduct and Programme Participant Protection Policy

Organization has 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 Organization Staff, consultants, visitors to the programme and partner organization, and the standards of behaviour expected from them. In this context staff has the responsibility to the organization to strive for, and maintain, the highest standard in day to day conduct in their work place in accordance with Organization’s core values and mission.

Any candidate offered a job with Organization will be expected to sign the Programme participant Protection Policy and the Organization Staff Code of Conduct as an appendix to their contract employment.

Any breach of Organization Staff Code of Conduct or the Programme participant Protection Policy by employees of Organization during the course of their employment will result in disciplinary action up to, and including dismissal.