Project Assistant

Infoasaid Project Assistant Job Description

Job Title: Project Assistant, DFID Humanitarian grant Contract Type: Consultant Organisation: BBC World Service Trust and Internews Europe Consortium Employed by: Internews Europe Reports To: Head of Project, DFID Humanitarian Grant Deadline: December 18, 2011 Location: London- based at Plan international office Duration: 9-months contract with possible extension to December 2012

INTRODUCTION

It is increasingly recognised that when crisis or disaster strikes, people need information as much as they need shelter food, water and safety. Humanitarian responses are often undermined, often insufficiently effective – and sometimes outright counter-productive – if people’s information needs are not given adequate priority during humanitarian crises.

A number of aid agencies increasingly recognise the documented positive impacts that the provision of communication with affected populations has on rapid response effectiveness. As a result, media development organisations such as the BBCWST and Internews are providing guidance and consultation to aid agencies to help them establish best practices and communicate effectively with the populations they serve. This contract is in response to the expressed needs of these aid agencies within the framework of DFID’s Conflict, Humanitarian and Security Department Emergency Response priorities.

The overall goal is to enhance the efficiency of rapid humanitarian responses by maximising the amount of accurate and timely information available to both humanitarian responders and affected populations through enhanced information exchange between them in the critical first few days and weeks of emergencies before funding support for recovery is negotiated and made available. The consortium will do this by (1) building the capacity and preparedness of aid agencies to respond to the information and communication needs of affected populations during the important early phase of response and (2) providing immediate rapid responses to select emergencies in partnership with aid agencies to inform and support their two-way communication with affected populations in the field.

The BBC World Service Trust (BBC WST) is the independent international charity of the BBC, which uses media and communications to reduce poverty and promote human rights, thereby enabling people to build better lives. All its efforts are aimed at ensuring some of the world's poorest and most vulnerable people have access to life-changing information. The idea is to use the BBC's unparalleled access to broadcasting and communication expertise to help others to help themselves. The Consortium Partner, Internews, is an international media development organization whose mission is to empower local media worldwide to give people the news and information they need, the ability to connect, and the means to make their voices heard. Collectively, the consortium has significant humanitarian communications expertise arising from several major responses in Aceh, Afghanistan, Albania, the Balkans, Burma, Chad, Indonesia, Gaza, Iraq, Jyogjakarta, Kenya, Nepal, Pakistan, Rwanda, Sierra Leone, Sudan, Somalia, and Sri Lanka, and elsewhere.

OVERALL PURPOSE OF THE JOB

To work closely with the Head of Project to assist in the effective, timely and efficient development and delivery of this high profile humanitarian media assistance project. This will include provision of administrative, financial and office management support.

MAIN DUTIES

Guided by the Head of Project: 1. Ensure the efficient operation of the London office systems, maintaining an up-to-date and comprehensive filing system, outputs database and contacts database for relevant activities. 2. Be responsible for arranging travel for project staff including detailed itineraries, visas, inoculations, business cards, insurance, ordering foreign currency and processing expenses. 3. Process contracts, invoices and expenses where necessary. 4. Organise procurement and shipping of resources including stationery and equipment 5. Provide support on financial forecasting, payments, reporting and management pertinent to the projects as required. 6. Deal with routine correspondence on own initiative and prepare draft correspondence. 7. Collate/prepare documents for meetings, reports and publications, including, where relevant, training materials, presentations, website and communications copy, and donor reports. 8. Assist in compliance with project management procedures, including compliance with project checkpoints, health and safety guidelines, financial management procedures, preparation and monitoring of work plans, internal and external reporting schedules, and programme review schedules. 9. Support with the organisation is key events and meetings 10. Update the infoasaid website, draft stories for the website and handle outreach through social media

SKILLS, KNOWLEDGE AND EXPERIENCE REQUIRED

A minimum of an undergraduate degree in politics, international relations, economics, development studies, law, communications nor related fields

Excellent organisational and administrative skills to prioritise workloads, meet deadlines and respond flexibly to rapidly changing priorities

Solid secretarial skills and knowledge of computer packages (Outlook, Word, Excel, PowerPoint, MS Projects)

Attention to detail, the ability to work speedily and accurately under pressure

Good communication skills, the ability to deal confidently and effectively with staff at all levels as well as external contacts, both in person and on the telephone

Experience of working as part of a team and dealing with a wide range of people including donors, financial managers and consultants

Experience of monitoring financial information

Understanding of humanitarian emergency response and media issues preferred

Experience of working in developing countries preferred

Fluent English - written and spoken - essential. Knowledge of other languages, particularly French, an advantage

An understanding of the vision/mission and core values, structures and objectives of the BBC World Service Trust and Internews

Ability to quickly understand and apply HR, Finance and Editorial best practice and the strategies of both the BBC World Service Trust and Internews.

Immediate eligibility to work legally in the UK.

COMPETENCIES

The following competencies (behaviours and characteristics) have been identified as key to success in the job. Successful candidates are expected to demonstrate these competencies.

• Planning and Organisation – able to think ahead in order to establish and efficient and appropriate course of action for self and others. Prioritises and plans activities taking into account all the relevant issues and factors such as deadlines, staffing and resource requirements.

• Flexibility – adapts and works effectively with a variety of situations, individuals or groups. Able to understand and appreciate different and opposing perspectives on an issue, to adapt an approach as the requirements of a situation change, and to change or easily accept changes in one’s own organisation or job requirements.

• Influencing and Persuading – able to present sound and well-reasoned arguments to convince others. Can draw from a range of strategies to persuade people in a way that results in agreement or behaviour change.

• Communication - able to get one’s message understood clearly by adopting a range of styles, tools and techniques appropriate to the audience and the nature of the information.

• Managing relationships – able to build and maintain effective working relationships with a range of people

• Resilience – able to maintain personal effectiveness by managing own emotions in the face of pressures, setbacks or when dealing with provocative situations. Can demonstrate an approach to work that is characterised by commitment, motivation and energy.

TO APPLY:

• Please send your application file (resume in English of no more than 3 pages, motivation letter and the names and contacts of three referees) to jobs@internews.eu • Reference to mention: Infoasaid Assistant – (your name) • Deadline for applications: December 18, 2011-applications will be reviewed as they come in