OACPS Secretariat

Job Description

Post Title: Media, Communications & Public Relations

Grade: P4

Office: Office of the Secretary-General (OSG)

Supervisor: Head of the Office of the Secretary-General

Duty Station: OACPS Secretariat, Belgium

Posting period: 21 December 2021 to 31 January 2022

Post Number:  ACP/41/110/21/AFHR/HR/IAF

No. of Vacancies: 1

 

Organizational Context

 

Under the guidance and supervision of the Head of the Office of the Secretary-General, the Media, Communications and Public Relations Officer provides media, communications and public relations services for the Secretary-General and the Secretariat. The Officer will use all forms of media and communications to build, maintain, and manage awareness of the work of the Secretariat of the OACPS. She/he formulates and implements the media, communications, public relations and advocacy strategies to increase the standing and awareness of the OACPS with Members, partners, the media, and the public.  She/he promotes a client-oriented approach consistent with OACPS rules and regulations.

     

The Media, Communications and Public Relations Officer is responsible for coordinating all of the Secretary-General's media activities, and the development and implementation of the media, communications, public relations, and advocacy strategies for the OACPS Secretariat with the aim of ensuring a high level of relevance and visibility for the Organisation.

 

She/he is a media, communications and public relations specialist, and may hold advisory roles in the Secretary-General's Office, Departments, internal working groups, task forces and other ad-hoc groups within the OACPS Secretariat.

 

The Media, Communications and Public Relations Officer works closely with the Secretary- General, Head of the Office of the Secretary-General, and the various Departments/Units of the Secretariat to successfully project the public image of the Secretary-General, and the Secretariat as an entity. She/he must also work with the Departments of the Secretariat to acquire accurate and timely information for delivery to relevant publics.

 

The Media, Communications and Public Relations Officer is the focal point for all media, communications and reporting activities, and must form and maintain good working relations with external media and communications contacts, including the press, Embassies, Members of the OACPS, international organisations, and partners.

 

She/he has to execute, inter alia, the following tasks:

Communications

• Develop a stakeholder management process by creating and maintaining a contact database and a communication plan that targets key stakeholder groups.
• Advise on internal communication tools and, when required, coordinate internal communication events.
• As a decision is made to respond to an event, collaborate with Departments of the Secretariat and proactively network with journalists in the field to benefit from high media interest in the early stages of the event, including coordinating interviews, prepping spokespersons, and when appropriate serving as spokesperson.
• Regularly solicit stories and share notable developments or achievements with the news media. Manage messaging to external parties, including talking points, media kits, and media training for staff.
• Support media relations, public engagement and marketing initiatives such as online advertising, speakers bureau, spokesperson research and media outreach.
• Assist with the development of promotional materials, including Annual Reports, press kits, and other programme-related collateral.
• Support fund-raising campaigns, event planning, and management.
• Identify promotional opportunities that are both strategic and creative.

 

 

Social Media

• Own all relevant social media platforms to generate brand growth and positive sentiment for the OACPS, as well as create new, innovative and talk-worthy content to drive awareness and engagement.
• Produce online content that engages audience segments and leads to measurable action. 
• Develop and implement a strategic social media/communications/public relations plan to advance the OACPS’ brand identity; increase awareness of its programmes and priorities, and increase the visibility of its programmes across key audiences.
• Develop and implement an integrated social media strategy to achieve goals including: traffic generation, donor-based growth, Members’ activation, positive sentiment, and exposure. 
• Coordinate with Departments of the OACPS Secretariat to lead the execution of integrated social media fund-raising campaigns. 
• Recommend new social media tools, sites, and applications as part of the social media mix. 
• Be ahead of all the emerging social and mobile trends.

Branding

• Develop and implement a strategic communications plan to advance the OACPS Secretariat’s brand identity; increase awareness of its programmes, priorities and activities, and increase the visibility of its programmes across key audiences.
• Serve as social media editor-in-chief and social media “brand voice”; set guidelines in line with best practices for social media and share those guidelines with all contributors, retaining final revision of all posts.
• Develop social media policies, best practices, and contributor training programmes to ensure the Secretariat of the OACPS meets or exceeds best practices and advances its brand goals.

 

 

Public Relations

• Work as part of an internal Secretariat team to plan, develop, and implement PR strategies.
• Build strong relationships and networks with colleagues, external partners, and the media, and respond to enquiries from the media and other external partners.
• Monitor the media, including newspapers, magazines, journals, broadcasts, newswires, social media sites, and blogs.
• Research, compile in conjunction with colleagues, and distribute press releases to targeted media.
• Collate and analyse media coverage.
• Compile and edit in-house articles, case studies, speeches, and annual reports.
• Prepare and supervise the production of publicity brochures, hand-outs, direct mail leaflets, promotional videos, photographs, films and multimedia programmes.
• Organise events (such as press conferences, exhibitions, open days and press tours), source speakers, and seek out sponsorship opportunities.
• Maintain and update information on the OACPS’ website.
• Manage the PR aspects of events

 

 

Functions / Key Results Expected

 

Summary of Key Functions:

 

• Organises and coordinates media, communication and public relations of the Secretary-General and Secretariat.
• Ensures the formulation and implementation of the Secretariat’s media, communications, public relations and advocacy strategies.
• Drafts proposals for media, communications, visibility and public relations initiatives, derivative strategies, and the terms of reference for any assistance needed related to these.
• Forges and maintains working relationships with media professionals and stakeholders.
• Monitors relevant developments in news media and produces briefs and press reviews for the Office of the Secretary-General and the Secretariat.
• Leads the OACPS’ branding plan.
• Performs any other duties that may be required from time to time.

 

1. Organises and coordinates communication, press activities for the Secretary-General and Secretariat, including internally-produced coverage of key events, focusing on the achievement of the following results:

 

• Several key press briefings every year should be organised for the Secretary-General, including various press conferences or press events arranged at major events or when necessary.
• Press releases and information notes should be produced regularly and disseminated.
• Media enquiries should be responded to in a timely and professional manner.

 

1. Ensures the formulation and implementation of the Secretariat’s media, communications, public relations and advocacy strategies, focusing on the achievement of the following results:

• Short and long-term plan for the Secretariat (including targets, work plan, budgeting and monitoring mechanisms) with the aim of increasing visibility, relevance and awareness among selected target publics.
• Smaller-scale strategies for specific programmes.
• Implementing the media, communications and public relations strategy, by effectively using a combination of media, communication and public relations tools aside from press activities, including website, social media presence, regular publications, campaigns and outreach programmes.

 

1. Drafts proposals for communications, visibility and public relations initiatives, derivative strategies and the terms of reference for any assistance needed related to these, as well as high quality reports on communications activities, focusing on the achievement of the following results:

 

• Media, communications and public relations strategy and other papers drafted.
• Providing strategic advice to working groups, task forces, and other Departments when necessary.

 

1. Forges and maintains working relationships with media professionals and stakeholders, acting as the focal point for the Secretariat’s media, communications, public relations and branding activities, focusing on the achievement of the following result:

 

• The OACPS to be relevant and visible to media, and media need to be regularly informed of OACPS activities and initiatives, with the ultimate goal of mutual cooperation.

 

1. Monitors relevant developments in news media and produces briefs and press reviews for the Secretary-General’s Office and Secretariat, focusing on the achievement of the following result:

 

• Management and staff are to be informed of pertinent matters that affect the OACPS and any OACPS-external partner relations.

 

    6. Leads the OACPS’s branding plan

 

• Develop and implement the OACPS’ branding plan for increased visibility and identification.

Impact of Results

The key results are essential in helping to ensure the OACPS’ visibility, image and relevance in the public sphere. Awareness about what the Organisation does and what it stands for increases the opportunities to widen influence, increase relevance, and build partnerships. The results also help to produce a well-informed and media-savvy Organisation that can keep up to date with pertinent socio-economic and political issues that affect its work, while also projecting an image of action, leadership, and relevance to stakeholders. This builds confidence in the Organisation, both internally and externally.

 

 

 

Competencies:

Corporate Competencies:

• Places the good of the Organisation above personal, national or other interest.
• Demonstrates and promotes the highest standard of integrity, impartiality, fairness and incorruptibility in all matters affecting his/her work and status.
• Understands the structure and hierarchy of the OACPS Secretariat, the organs of the Organisation and their interaction with the partners, process flows throughout the Organisation, products and services, measures of effectiveness, and perceptions of partners.
• Ability to make decisions in complex situations and analyse the positive or negative impact on the Organisation before making decisions.

 

 

Functional Competencies:

• Possesses good knowledge of organisational policies and procedures relating to the position and applies them consistently in work tasks.
• Continues to seek new and improved methods and systems for accomplishing the work of the unit.
• Experience in working in high-level political environments, including appreciation for discretion, protocol, and diplomacy.
• Strong analytical and problem-solving skills with a dedication to accuracy and thoroughness.
• Ability to comprehend complex issues and then communicate these to target publics in formats easy for them to understand.
• Demonstrates excellent knowledge of information technology and applies it in work assignments.
• Highly-developed written and oral communication skills in English and/or French, and thorough practice in writing, public speaking, delivering presentations, and preparing high-quality reports.
• Ability to work well with others in a team environment, flexibility and willingness to embrace and accept sound advice.
• Ability to work under pressure to meet deadlines, and willingness to travel when required.

 

Managerial Competencies:

• Creates, supports, and promotes an enabling environment for organisational knowledge sharing and learning, including the use of technology

• Organises and prioritises work schedule to meet needs and deadlines.
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients.
• Monitors and adjusts plans and actions as necessary.
• Strong planning, organisation, problem-solving, coordination and negotiation skills.
• Ability to establish, manage, guide and monitor relationships with diverse stakeholders.

 

 

Behavioural Competencies:

• Demonstrates respect for and understanding of diverse points of view in daily work and decision-making.
• Listens to others, correctly interprets messages, asks questions to clarify and exhibits interest in having two-way communication.
• Demonstrates strength of character and ability to stay calm and show maturity in stressful situations.
• Ability to work in a multidisciplinary team of people from diverse cultures, expertise and experiences.
• Demonstrated integrity, discretion, balanced judgement and willingness to take on added responsibilities.
• Proactive, motivated, and industrious approach to work.

 

 

Qualifications:

Masters degree or equivalent in a relevant field (including but not limited to Journalism, Communication Studies, Economics, Political Studies, International Relations or other related fields).

 

Work experience:

• At least seven (7) years of professional experience, with progressive levels of responsibility in the fields of communication, public relations or journalism.
• Experience of working in an international organisation is highly desirable

 

 

Language Requirements

 

Good command of English or French or Portuguese or Spanish. A good working knowledge of at least one of the other three languages would be an added advantage.

 

Special Notice

Candidates for the post must be nationals of Member States from the African, Caribbean and Pacific Regions and must therefore attach a copy of their valid passport for proof of nationality. Applications from non-OACPS nationals will not be considered.

 

Staff Members of the OACPS are subject to the authority of and duties assigned by the Secretary-General and will discharge their functions under conditions established by the Secretary-General.

 

All employment decisions are made on the suitability of the candidate and the needs of the OACPS. Due regard will be paid to the importance of recruiting staff on as wide a geographical basis as possible.

 

The appointment to this position is for an initial period of 3 years and renewal thereof is subject to the needs of the OACPS and availability of the post or funds. 

 

Applications for this post should be sent by e-mail to: hr@acp.int and must reach the Secretariat by mid night on the deadline date.

 

Applications must be accompanied by an updated curriculum vitae completed in the following format: https://europass.cedefop.europa.eu/editors/en/cv/compose. Applications in another format will be treated as incomplete and will not be considered for further evaluation. Applicants must provide copies of degrees, diplomas, certificates and any other documents attesting to their competence and professional experience.

 

Only shortlisted candidates will be contacted and those under serious consideration will be subject to reference checks.