Position Description DS-298



INTERAGENCY FOREIGN SERVICE NATIONAL EMPLOYEE POSITION DESCRIPTIONPrepare according to instructions given in Foreign Service National Handbook, Chapter 4 (3 FAH-2)1. POST2. AGENCY3a. POSITION NO.RwandaUSAID3b. SUBJECT TO IDENTICAL POSITIONS? FORMCHECKBOX Yes FORMCHECKBOX No Agencies may show the number of such positions authorized and/or established:4. REASON FOR SUBMISSION FORMCHECKBOX a. Reclassification of duties: This position replacesPosition No.:Title:Series:Grade: FORMCHECKBOX b. New Position FORMCHECKBOX c. Other (explain): 5. CLASSIFICATION ACTIONPosition Title and Series CodeGradeInitialsDate(mm-dd-yy)a. Post Classification Authority:FSN-10b. Other: c. Proposed by Initiating Office:Development Outreach Communications SpecialistPRO6. POST TITLE POSITION (if different from official title)7. NAME OF EMPLOYEEDOC Specialist8. OFFICE/SECTION:Program Officea. First Subdivision: b. Second Subdivision: c. Third Subdivision:APPROVALS AND SIGNATURES SECTION9. This is a complete and accurate description of the duties and responsibilities of my position.10. This is a complete and accurate description of the duties and responsibilities of this position.Adrian Hayes, Program Office DirectorTyped Name and Signature of EMPLOYEE Date(mm-dd-yy)Typed Name and Signature of SUPERVISORDate(mm-dd-yy)11. This is a complete and accurate description of the duties and responsibilities of this position. There is a valid management need for this position.12. I have satisfied myself that this is an accurate description of this position, and I certify that it has been classified in accordance with appropriate 3 FAH-2 standards.Typed Name and Signature of SECTION CHIEF or AGENCY HEAD Date(mm-dd-yy)Typed Name and Signature of Human Resources OfficerDate(mm-dd-yy)13. BASIC FUNCTION OF POSITIONThe Development Outreach and Communications Specialist (DOC) is responsible for producing and disseminating public information about USAID activities for Rwandan and American audiences under the guidance of the Senior Development Outreach and Communications Specialist (SDOC). In this capacity, the incumbent is responsible for promoting better awareness and understanding of U.S. foreign assistance to Rwanda, and supports the achievement of U.S. policy objectives. S/he helps to guide, coordinate, and implement USAID’s communication practices and outreach efforts, ensuring that they reflect the U.S. Government's priorities and promote USAID's accomplishments to key audiences. S/he is also responsible for supporting efforts to relay related policies and achievements to key audiences of the host country, the United States, and throughout other donor countries; working closely with the U.S. Embassy’s Public Affairs Office to ensure coordination and collaboration on USAID public outreach with that of the U.S. Mission as a whole. S/he serves as a liaison from the Program Office to one Technical Office within USAID/Rwanda to provide comprehensive customer service and assistance regarding all areas of the Program Office’s work. 14. MAJOR DUTIES AND RESPONSIBILITIES % OF TIME1.Public Information 30%Support the implementation of USAID/Rwanda’s Development Outreach and Communications Strategy in order to promote the Mission’s programs to external and internal audiences. Collaborate with the SDOC to update and revise the Mission’s communications and outreach strategy to increase understanding of, and support for, USAID programs to external target audiences.Monitor and analyze local and international press coverage and awareness of, and attitudes toward USAID programs, especially that of Kinyarwanda media outletsUtilizing analysis of local press coverage and understanding of attitudes toward USAID programs, as well as USAID’s Outreach and Communications Strategy, counsel the technical teams under the guidance of the SDOC on the selection, targeting, and placement of potential USAID outreach materials in keeping with USAID’s country program strategy. Propose and develop innovative outreach events and approaches that into account the interest of local audiences and U.S. policy, as well as the importance of ensuring that publicity material used will be noncontroversial; and the visual appeal, accuracy, and human interest element of the materials.Propose, obtain approval of, and implement policies and procedures for mission communications that reflect proper roles and responsibilities within the Mission, Embassy, and with Implementing Partners. This includes drafting and collaborating in the development of templates for various communications tools, setting and monitoring performance/standards for communication products, and guidelines for planning and managing events.Consistently exercise excellent communication skills in sharing information about USAID programs to a variety of internal and external audiences through various outlets through writing, photography, video, and audio content. Draft, translate, and assist with the development of all of the following materials in both English and Kinyarwanda that effectively convey USAID’s messaging objectives:Speeches and/or talking points for the Mission Director, Ambassador, and other USG officialsPress releases Fact sheetsContent for USAID/Rwanda social media accounts and public website (to include developing recommendations to improve usefulness and effectiveness of website)USAID/W information products such as brochures, newsletters, posters, and other communication materials.Success Stories for USAID publications including FrontLines magazine and the Impact BlogCommunications-related content on USAID/Rwanda intranet2. Event Coordination and Media Relations 30%Under the guidance of the SDOC, serve as USAID contact for local and international press and media. Maintain press and media contacts in close coordination with the U.S. Embassy’s Public Affairs Office, and advise USAID staff and partners on public information, press and media issues. Develop and cultivate long-term relationships with Rwandan journalists who report in English and Kinyarwanda and encourage broad media coverage of USAID programs and events. Develop working relationships and key contacts at high level media contacts in regional and international NGOs, other bilateral and multilateral donors, and regional government organizations responsible for development. Coordinate with SDOC and PAO to promote press and media coverage of USAID activities, ensuring quality control and standard messages with a priority on expanding USAID engagement in Kinyarwanda, particularly through radio. Facilitate local media coverage of selected events, including press conferences, background briefings and ceremonies. As required, serve as interpreter at press conferences and other events.Coordinate with SDOC, USAID technical teams, implementing partners, and PAO in planning public diplomacy, press conferences and field events related to USAID activities. This will involve developing key messages and event schedules, coordinating meetings and briefings with partners, other donors and officials, ascertaining staging requirements, negotiating protocol with government officials and, and on-site coordination of media. As guided by the SDOC, and in collaboration with the PAO, respond to inquiries from the general public and the media about USAID programs, practices and any other general information requests. Provide guidance to USAID staff and partners in their direct contacts with the media. Act as a senior advisor to the Senior DOC on cultural sensitivities, audiences and local media outlets. Photograph program activities and events, coordinate photo files, ensure compliance with copyright regulations and photo releases, and oversee use of photos and video.Support the Program Office in guiding and leading the Mission to plan and prepare for the visits of high-level delegations.3. Building Mission Capacity for More Effective Public Outreach25%Provide guidance to technical teams and implementing partners on issues related to communications, branding, and public outreach activities, as directed by the SDOC. Advise technical teams and partners on USAID outreach and communication policies, and provide creative leadership in implementation through projects and public events. Reviews and provides feedback and clearance on branding and branding strategies proposed by implementing partners. Collaborate in the development and implementation of internal Mission programs to increase Mission staff awareness of public outreach efforts. Support the SDOC in providing training and support to staff through regular programs or on an ad hoc basis, with an emphasis on enhancing the capacity of USAID staff and implementing partners on how to publicly represent USAID programs, with an emphasis on Kinyarwanda press.Support the implementation of monitoring and evaluation tools for the Mission's outreach and communication activities. This includes maintaining press tracking mechanisms to monitor coverage of USAID events and news stories.Assist the SDOC in the development and standardization of various Mission processes and policies related to public outreach and event planning. Bring best practices used in other missions and replicate similar ideas for the mission to enhance USAID's public image in Rwanda.4. PRO Liaison with DO Offices 15%Carries out liaison duties with an assigned Technical office and serves as the Program Office customer service representative and coordinator for all issues and actions between the Technical Office and Program Office. Participates in Technical office meetings, or meetings with other offices, e.g. on procurement, as the designated PRO liaison and provides input and guidance regarding any strategy, budget, project design, M&E, or other program-related matters. Consults as needed with Program Office experts in specific issue areas and provide authoritative Program Office guidance on all actions between that office and the PRO teams. Provides review, edits, and clearance on all documents from the Technical Office routed through PRO, including letters to GOR officials, the Performance Plan Report, the Operational Plan, etc. Serves as a one-stop customer service representative to ensure that PRO provides coordinated and consistent guidance on all issues for that Technical Office. Identifies issues and actions that need to be shared and coordinated with other support and Technical Offices and follows-up with other offices to share information, de-conflict issues, and resolve ongoing or potential programming or scheduling conflicts. Other duties as assigned.In the absence of the Senior DOC (SDOC), the incumbent of this position will act in his/her capacity, assuming the full range of USAID/Rwanda’s communications-related tasks. 15. QUALIFICATIONS REQUIRED FOR EFFECTIVE PERFORMANCEEducation: A university degree in communications, journalism, public relations, marketing, international development, economics, public policy or public administration.Prior Work Experience: At least five years of progressively responsible experience in communications, journalism, marketing, advertising, public relations, mass media, or a related field. Experience in website or database design and management; or any combination thereof preferred. Experience in disseminating information to a variety of target audiences, via print, broadcast and/or the Web, is required, where designing and implementing effective print, audio and visual products were an integral part of responsibilities. Experience with a U.S. Government agency or other international/local organization or donor group is a plus.Post Entry Training: Development Outreach and Communications conferences, Programming Foreign Assistance, Acquisition and Assistance (optional), on-the-job training in communications and outreach procedures and processes, as well as Program cycle and Program Office role and responsibilities in the Mission. Language Proficiency (List both English and host country language(s) proficiency requirements by level (II, III) and specialization (sp/read): Kinyarwanda and English at IV level. Must be able to write Kinyarwanda and English language press copy and to translate highly technical materials verbally and in writing. Must be able to edit both languages to produce final products in good journalistic style. Must be able to serve as both translator and interpreter for Kinyarwanda and English. Proficiency in French preferred.Job Knowledge:Broad understanding of issues related to international development and transition economies.Knowledge of Rwandan and African political, economic, and social environments. Requires detailed professional knowledge in communications through media or journalismDemonstrated ability to use Microsoft Office programs (Word, Excel, PowerPoint), to utilize the internet to conduct research, and the ability to learn new programs, such as Google Applications. Experience or knowledge of the following is a plus: MS Publisher, Adobe Photoshop, Adobe Acrobat, and HTML.Skills and Abilities:Excellent written and oral communication, organization, and event management skills are essential.Ability to work effectively as a team member of a multi-disciplinary, multi-cultural team. Extensive writing and editing experience in both Kinyarwanda and English.Experience using various social media platforms including Facebook, Twitter, and blogs.Demonstrated success in designing and implementing effective public relations/communications campaigns targeted at specific audiences as well as the general public.Demonstrated ability to establish and maintain collegial relations with media contacts and exercise sound judgment while interacting with the press.Demonstrated ability to craft information messages in various media formats (press releases, web sites, stories, etc.) targeting a variety of audiences and in both Kinyarwanda and English.Ability to proactively engage with colleagues to complete assigned tasks within agreed timetables.Ability to work independently, juggle multiple activities, and work under pressure to meet short deadlines. Evidence of outstanding coordination and organizational skills.Ability to develop and maintain good working relationships with the host country government, partners, project beneficiaries, and media, among others. 16. POSITION ELEMENTSSupervision Received: Employee is directly supervised by the Mission’s SDOC in the Program Office. S/he is expected to take self-initiative in generating ideas for outreach events, success stories, media campaigns, video and audio products, coordinating information-sharing with technical teams, PAO, implementing partners, and the Bureau of Legislative and Public Affairs. The incumbent is expected to work independently and periodically update supervisor on the progress of his/her work. Performance is reviewed by the supervisor on annual basis. Supervision Exercised: The incumbent does not directly supervise other staff. However, together with the SDOC, the individual regularly guides technical staff and implementing partners on media-related products, messages, techniques and branding, as well as in aspects relating to the Program Office’s work in leading project design, budgeting, reporting, and monitoring and evaluation. Available Guidelines: USAID regulations (including the Automated Directives System) provide broad guidelines as to the conduct of work related to the duties described above. USAID has other documents, for instance, the Development Outreach and Communications Survival Manual and background papers on communications, which may also provide a resource. Mission procedures for planning and executing VIP visits are reflected in Mission Orders. Exercise of Judgment: The incumbent informs and advises technical staff on local media engagement. The incumbent uses considerable judgment in developing ideas and proposals, and in determining the appropriate analytical approach to be used for specific communication products. The incumbent also exercises considerable judgment in determining who to involve or not involve in a particular activity, and proposes teams to accomplish the objectives and analyses agreed to. Furthermore, this position requires sound judgment and ability to monitor and communicate progress and leassons learned of USG assistance on the ground. S/he will be able to provide recommendations or problem solution regarding communication, outreach, and branding challenges for all activities, as required, and in coordination of the SDOC. S/he will need to exercise good judment, as well as diplomatic and negotiation skills to provide guidance on media issues, as well as in his/her role as PRO liaison on a broad range of Program Office work in regards to project design, budgeting, reporting, and monitoring and evaluation. Authority to Make Commitments: The DOC may make administrative arrangements and determinations consistent with ADS guidance and Mission policy. The DOC must take action and establish priorities based on available guidelines and professional judgment. Guidance should be sought when needed, and the supervisor informed of activity and project status. The DOC will on occasion be required to negotiate ad referendum for the supervisor. In the absence of the supervisor, the DOC will serve as acting SDOC. Nature, Level, and Purpose of Contacts: Contacts are maintained with Mission personnel, USAID Implementing Partners, USAID/Washington (as requested), other donors and stakeholders, Rwandan government officials, and Rwandan journalists under the guidance of the SDOC.Time Expected to Reach Full Performance Level: One year ................
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