Communications and Administration Officer

ROLE PURPOSE:

The Humanitarian NGO Platform in Ukraine was established in February 2023 and is dedicated to serving and facilitating the work of its 140 international and Ukrainian NGO members to efficiently and effectively address the humanitarian needs of conflict affected people. This is done through advocacy coordination information sharing representation and external stakeholder engagement. The Secretariat currently consists of the Director Deputy Director Advocacy and Policy Advisor Communications and Admin Officer and is supported by the Steering Committee comprising of 5 NGOs. Save the Children is the host of the NGO Platform.

The Communications and Administration Officer will be responsible for leading the NGO Platforms communication and information sharing managing internal and external communications with members partners and the public including translation and managing the day-to-day implementation of support functions including translation; procurement support; membership management; and organisation of meetings and events.

The Communications and Administration Officer will lead the NGO Platform communications by producing and designing specific information and communications products such as updating the website weekly updates publications and backgrounders ensuring their quality and adequacy to standards. This position will also support the establishment of internal information sharing systems and connect communications with advocacy opportunities.

The Communications and Administration Officer will support procurement for the NGO Platform team (engagement with service providers raising PRs follow-up on implementation quality) in close collaboration with the Save the Children departments.

KEY AREAS OF ACCOUNTABILITY:

Internal NGO Platform Communications

• Leads on the development and release of the Bi-Weekly Update to members based on input by the Secretariats team and requests from members.
• Develops and maintains updated an Induction Pack and onboarding information for the NGO Platform especially for new NGO Platform Members and new Country Directors in coordination with the Director the Deputy Director and the Advocacy and Policy Advisor in order to ensure that appropriate information and communications is provided to NGO Platform members and relevant stakeholders.
• Manages membership registration member contact information and other information on membership.
• Collaborates with the Director the Deputy Director and the Advocacy and Policy Advisor on the creation of surveys and other data collection mechanisms.
• Ensures that all NGO Platform products are translated and checks and ensures the quality of translations.

External communications and engagement

• Promotes NGO Platform members and secretariat visibility to contribute to achieving NGO Platform advocacy and influencing objectives. Ensures the consistency of the NGO Platforms public position through communications digital platforms.
• Maintains NGO Platform Social media presence (i.e. LinkedIn).
• Leads the production of information and communications products (e.g. brochures backgrounders newsletters etc.) appropriate to the NGO Platforms work as needed.
• Manages the content development of the NGO Platform website and works with the vendor to publish and manage the website.
• Provides and files meeting attendance lists. Reviews all information and communications products released by the NGO Platform Secretariat and ensures that they maintain high-quality standards; that reports are clear objective based on comprehensive data and comply with relevant professional requirements.

Administration

• Maintains procurement financial and administrative systems which comply with host agency Save the Childrens requirements but which are also fit-for-purpose and appropriate for the NGO Platform.
• Is responsible for all travel and accommodation arrangements for the NGO Platform guests by liaising with relevant departments at Save the Children.
• Assists in organizing all logistics for trainings meetings workshops events and other NGO Platform activities.

Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and the event of a major humanitarian emergency the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

QUALIFICATIONS AND EXPERIENCE AND ATTRIBUTES

Essential

• Masters degree in journalism communications information management political or social sciences or related area.
• Demonstrated experience of 2 years in a communications role preferably in a humanitarian/NGO/civil society setting.
• Demonstrated experience in handling administrative responsibilities.
• Track record of producing various types of communications and information products.
• Written and spoken fluency in English and Ukrainian
• Willingness to learn and interest in humanitarian practice.
• Commitment to international humanitarian standards and principles.
• Excellent writing editing and analytical skills and ability to formulate well-targeted strategic documents.
• Attention to detail.
• Ability to work independently in a fast-paced and often demanding environment.
• Flexibility multi-tasking and teamwork

Desirable

• NGO Communication experience
• Experience in an NGO (local or international) or civil society in Ukraine desirable.

SKILLS AND BEHAVIOURS (our Values in Practice)

Accountability:

• Holds self-accountable for making decisions managing resources efficiently achieving and role modelling Save the Children values

Ambition:

• Sets ambitious and challenging goals for themselves takes responsibility for their own personal development and encourages their team to do the same
• Widely shares their personal vision for Save the Children engages and motivates others
• Future orientated thinks strategically and on a global scale

Collaboration:

• Approachable good listener easy to talk to
• Builds and maintains effective relationships with colleagues members and external partners and supporters
• Values diversity and different peoples perspectives able to work cross-culturally.

Creativity:

• Develops and encourages new and innovative solutions
• Willing to take disciplined risks

Integrity:

• Honest encourages openness and transparency builds trust and confidence
• Displays consistent excellent judgement