UNOPS Myanmar is looking for a dynamic, proactive and creative Communications As...
UNOPS Myanmar is looking for a dynamic, proactive and creative Communications Assistant to join the Communications and Partnership Unit. Under the overall supervision of the Head of Communications and Partnerships and the direct supervision of the Communications and Partnerships Officer, in accordance with UNOPS policies, procedures and practices, the Communications Assistant will work closely with the UNOPS Myanmar team in the area of communications.
Functions will consist of the following:
Assistance in Creative Content Production (25%):
- Assist the Communications and Partnership Officer in the implementation of the UNOPS communication strategy for Myanmar, to ensure an adequate and accurate flow of information about UNOPS Myanmar: its objectives, the alignment with global policies, and key achievements locally.
- Assist the production and uploading of clear, concise, vivid, and dynamic digital content for, e-newsletters, websites, intranet and social media channels in English and Myanmar language.
- Assist in researching, writing and drafting copy and press releases, in English and Myanmar language, to effectively convey key messages to target audiences such as donors, interested stakeholders, and the media.
- Assist the preparation of materials (e.g. factsheets, brochures, posters, presentations) for meeting, workshops, seminars, briefings and other events organized by the Communications and Partnerships Unit and UNOPS administered projects and Funds.
- Assist the production of printed and offline/online audio-visual materials, as well as UNOPS visibility items (e.g. T-shirts, hats and diaries) by proactively share creative visual input and sketching graphic designs.
- Assist in photographing/videoing internal and external events.
- Assist in interviewing and liaising with colleagues and partners for content collection and research in English and Myanmar language.
- Assist in monitoring and evaluating of the success and efficacy of communication activities.
Translation, Printing and Media Liaison (25%):
- Translate information materials from English to Myanmar and vice versa for internal and external communications products.
- Proactively identify additional translation needs, and liaise with translators for product finalization.
- Proactively identify printing needs, and liaise with suppliers for product finalization.
- Maintain an updated media and journalist database, and liaise with media contacts in English and Myanmar, to disseminate information about UNOPS and its projects and administered funds.
- Mann booths at promotional events and communicate with visitors about UNOPS.
- Participate in media field visits organized by UNOPS or its funds.
Administration and Procurement (50%):
- Coordinate the organization of the internal weekly meetings of the Communications Unit.
- Draft and circulate meeting minutes and internal documents in a timely manner.
- Coordinate internal deadlines to compile and distribute the local, regional and global internal e-newsletters.
- Coordinate the logistics for internal and external distribution of the communications products produced locally and at global level by UNOPS Headquarters or other UNOPS offices.
- Proactively initiate communications-related procurement activities, in liaison with the Procurement Unit, by sourcing suppliers, assisting in the preparation of terms of reference, preparing requisitions/purchase orders and follow up until product/service delivery, including quality control of every item/service provided (e.g. poster or brochure printing, visibility items, video services, etc.).
- Proactively initiate hiring activities for translators, in liaison with the Human Resources Unit, by assisting in the preparation of terms of reference and follow up until the person is hired. Also assist in contract administration and quality check, during provision of services.
- Proactively manage appropriate logistic arrangements for meetings or events (e.g. venue, refreshments, projectors, microphones, computers, transportation, etc), including drafting terms of reference for contracts and other related operational activities.
- Proactively handle travel and accommodation arrangements and required travel and security authorizations for the Communications and Partnerships Unit.
- Proactively handle payments for all activities mentioned above, through UNOPS procurement management systems and following internal standard operating procedures, also liaising with the Procurement and Finance Units.
- Assist in maintaining and/or re-thinking an efficient electronic and hard-copy filing system for the Communications and Partnerships Unit.
- Assist in maintaining an inventory of UNOPS visibility items, such as t-shirts, stickers, caps, umbrellas, etc.
- Other duties as may be assigned by the Head of Communications and Partnerships and the Communications and Partnership Officer, as required.
Monitoring and Progress Controls
The Communications and Partnership Officer will monitor the performance of the incumbent in weekly follow up meeting to ensure the task performed and the quality of performance is in line with the tasks assigned. The performance will be evaluated yearly, based on mutually agreed SMART objectives for the year.
Final Product/Results
The incumbent is expected to proactively contribute to the achievement of the following results:
- The administrative operation (including travels, procurement, payments, etc.) of the Communications and Partnership Unit are run smoothly and are efficiently managed.
- The communications products (newsletters, brochures, posters, factsheets, photo, video, etc.) and the visibility items (hats, t-shirts, notebooks, keychains, mugs, umbrella, etc.) produced and disseminated by the Communications and Partnership Unit adequately support the communication strategy and are of high quality and attractive to the target audience.
- The communications products and the visibility items produced and disseminated by the Communications and Partnership Unit reach the relevant audiences in a timely manner.
- An efficient filing and tracking system is maintained, both online and off line.
- All initiated actions are followed up promptly and efficiently to successful completion.