Deadline of this Job: 30 October 2022
JOB DETAILS: Job Description
Job Title: Refugee Communications Specialist
Reports to: Correspondence Supervisor
Division: Program
Department: Programs, Refugee Communications
Job Location: Kasulu, Tanzania
Grade Level: Grade 6, Specialist, National
Introduction:
Church World Service (CWS) is a not-for-profit, faith-based organization transforming communities around the globe through just and sustainable solutions to hunger, poverty, displacement, and disaster. CWS does not discriminate based on race, color, religion, sex, national origin, gender identity, genetic information, age, disability, or veteran status in employment or in the provision of services.
Primary Purpose:
The position is responsible for case management review of USRAP cases, as required for refugee and partner case inquiries. They will be tasked with refugee and partner inquiry responses, updating START, submitting data, liaising with partner offices on deferrals and handling walk in/gate inquiries in Tanzania. This position works closely with the Senior Case Processing Assistant and Case Processing Assistant II role on workload and work-plan management. The position reports to a Correspondence Supervisor based in Nairobi, Kenya.
Essential Duties:
1. Completes all tasks related to USRAP processing as assigned by the Supervisor in accordance with set policies and procedures.
2. Demonstrates proficiency in START including completing accurate records and updates in START and the physical file.
3. Conduct case management through a review of USRAP cases, ensuring their readiness for the next stage in processing. This includes following up with the relevant RSC Africa processing teams to effect the needed changes in processing.
4. Handle START assigned Correspondence action items including, but not limited to contact update follow-up and case composition changes.
5. Responds to case status inquiries from Refugees and Partners, Attorneys, Resettlement Agencies, and Congress, either electronically (email) or via physical letter, with strict adherence to the PRM/RPC issued Integrity and Compliance Guide (ICG).
6. Write deferrals and info memos, and correctly update responses in START and physical file if needed.
7. Prepare, QC and share partner monthly reports (Case Status & Holds reports) on a timely manner.
8. Attend partner meetings to discuss the Hold’s report and other matters as requested.
9. Takes a lead role on Refugee Communications projects including being the point of contact, planning workflow, implementing work processes, identifying reporting parameters, and performing quality checks on assigned tasks.
10. Recommend work plans, pipeline reviews, and clean-up projects through a review of daily unit reports, QC reports and overall workload.
11. Recommends, prepares, and facilitates trainings based on the case management approaches and pipeline review in collaboration with the Supervisor. Provides feedback on process reviews and scheduled dry runs as needed.
12. Assists in the development of Refugee Communication onboarding plans, training modules and their implementation as required.
13. Manage the Refugee Communications group mailboxes as assigned – refugee mailbox; deferral mailbox; and partner mailbox.
14. Handles unscheduled visits by refugee applicants in Tanzania by strict compliance and adherence to the Integrity and Compliance Guidelines when working with refugee cases.
15. Provide case status updates to refugees through approved open hours in the Tanzania offices as part of Public Information Outreach or other travel location as needed.
16. Takes the lead role in hiring and payment of interpreters as requested on circuit rides, for translation of documents received from refugee inquiries or other approved case counselling sessions.
17. Occasional travel to different processing locations to distribute decision letters, conduct applicant counselling, scan documents on CIS circuit rides and collaborate with IOM during concurrent medical missions. Additionally, solicit refugee information for the purpose of case processing and updating.
18. Assist Correspondence Supervisor in the preparation of CWS Internal Correspondence Monthly reports.
19. Work with Public Information Unit in capturing updates from Uganda operations in the CWS RSC Africa monthly internal newsletter.
20. Completes other duties as assigned by CWS/RSC Africa Management.
Qualifications:
Experience:
• Five (5) years of paid work experience is required.
• One (1) year communications experience is required
• Prior paid work experience with CWS Africa is preferred.
Skills:
• Strong written and verbal English skills
• Strong verbal Swahili skills preferred
• Demonstrated computer skills, especially Microsoft Word, Excel, and Outlook
• Strong organizational and time management skills
• Maintain a high-performance standard with attention to detail
• Take initiative in the development and completion of projects
Education & Certifications:
• Bachelor’s Degree required, or four years of paid work experience in lieu of a Bachelor’s degree required.
Abilities:
• Manage large and diverse workload under pressure with competing priorities.
• Maintain the integrity of official records.
• Analyze and solve complex problems and make sound decisions.
• accurately type 35 wpm with a 93% accuracy rating.
• follow instructions from the Supervisor with a positive and receptive attitude.
• deal effectively and courteously with a large number of associates, outside agencies, refugees, and members of the general public.
• conduct oneself in a professional and courteous manner to represent the best interests of RSC Africa and CWS/IRP.
• pass the job knowledge assessments with score of 80% or higher; pass a job knowledge assessment in order to be confirmed at the end of probation.
• take initiative in the development and completion of projects.
• lead others and address issues as they arise.
• maintain strict confidentiality with RSC Africa administrative and operational information.
• effectively manage RSC Africa’s resources.
• Work with minimal supervision
• Maintain a high-performance standard with attention to detail.
• Work independently and contribute to overall operations of RSC Africa.
• Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).
Important Requirements:
• Strong English communication skills, both oral and written.
• Ability to work in a multi-cultural environment is required.
• Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee.
Special Requirements:
• COVID Vaccination is strongly recommended for all successful candidates
• The candidate should be of good health, willing and able to travel extensively in often difficult conditions and have a high degree of flexibility.
• Must have proof of Yellow Fever vaccination before traveling for RSC Africa
• This position is based in Kasulu, Tanzania
• This position requires use of laptops at all times, competence in Microsoft office packages is required.
• This position may require travel in sub-Saharan Africa on short notice and under sometimes difficult conditions to meet demands of a dynamic operational program
• Background check which includes references, and an educational and criminal check is required before the start of employment for international applicants.
• A valid passport and the ability to maintain a valid passport throughout the entire appointment is required, which includes having enough passport pages for travel.
• Physical: This position requires bending, squatting, crawling, climbing, kneeling, sitting, standing, walking, pushing/pulling, handling objects (manual dexterity), reaching above shoulder level, using fine finger movements, and lifting/carrying heavy loads.
• Environmental: Incumbents in this position will be exposed to excessive noise, marked changes in temperature and/or humidity, dust and infectious diseases, harsh weather climates, long work hours, bumpy roads, extended travel, excessive sun exposure, and non-ventilated spaces.
• Full time
• All employees should be prepared to work from the CWS office within their location of hire. Remote work arrangements may vary depending on location and the governing rulings regarding the COVID-19 pandemic.
Deadline of this Job: 28 October 2022
JOB DETAILS: Duties and Responsibilities
Scope of Work
They are responsible for supervising all forms of communication, such as press statements, newsletters, websites, social media presence, crisis communications, fundraisers, panel discussions, and public interviews.
UNCDF IDE in Tanzania is currently implementing initiatives in 1) Kigoma under the UN Kigoma Joint Project, focusing on strengthening farmer groups and digitizing value chains to improve agricultural livelihoods (with a focus on women and youth), 2) supporting the capacity building of mid-sized financial institutions to better equip them to participate in the national switch, 3) supporting the development of the fintech sector and innovation ecosystem in Tanzania and 4) leveraging its investment mandate to support start-ups and MSMEs in the larger effort to build and scale innovation in Tanzania.
Under the guidance of IDE Programme Managers and technical oversight of the UNCDF Inclusive Digital Economy Tanzania Country Lead, the Communication Analyst will be responsible for the following:
1. Communication strategy and planning
• Responsible for designing and implementing a communications strategy that elevates the brand of UNCDF IDE as well as enhances awareness around the building and strengthening of the digital economy in Tanzania that will support the achievement of the SDGs;
• Identify the target audience for the IDE programme areas in Tanzania and tailor messages, using channels that these audience use, leveraging existing UNCDF IDE online channels;
• Develop partnerships that will strengthen UNCDF’s impact and offer opportunities for further collaboration in the implementation of its programming;
• Map national media resources relevant to UNCDF IDE’s workstreams and develop a local media engagement strategy;
• Research and identify opportunities for programme visibility at national, regional and global level;
• Maintain close contact with project funders and ensure that project donor visibility and communication needs are met.
2. Content production and management
• Develop content tailored to the specific medium and audience requirements across written, visual, interactive, and auditory format;
• Develop press and communication materials for media events (newsletters, press briefs, blogs etc..); disseminate to media, stakeholders, partners etc;
• Contribute to UN Umoja Newsletters, drafting and submitting UNCDF project updates regularly;
• Develop and manage social media campaigns;
• Ensure UNCDF website, as the main communication channel, is up to date with current project activities and results;
• Help build the Tanzania fintech community and assist with its organization and related activities;
• Support the Innovations Officer in regional and global partnership work. Use Yammer to publicize projects within the global UN community;
• Develop human interest stories that highlight the work of UNCDF.
3. Brand awareness
• In collaboration with government counterparts, private-sector and development partners, contribute substantively to the understanding and visibility of UNCDF vision, mandate and priorities;
• Analyze and interpret the political, social and economic environment relevant to UNCDF IDE intervention areas and identify opportunities for UNCDF promotion and visibility;
• Research and identify opportunities for attending or organizing UNCDF IDE-relevant webinars, events, panel discussions, workshops. etc;
• Develop strategic partnerships and networks with Communication Officers of UN system, key development partners, civil society organizations (including faith-based organization) and national and international media;
• Work in collaboration with the Tanzania Media Network, and coordinates the successful implementation of media-related activities;
• Cooperate with the United Nations Information Center (UNIC) to build the journalist pool for UNCDF IDE.Assist with advocacy and resource mobilization efforts of Country Office by preparing relevant documentation, i.e. programme summaries, conference papers, speeches, donor profiles, and participating in donor meetings and public information events;
• Continuously update and expand the contact list of UNCDF;
• Improve team public relation awareness and establish personal publicity channels;
• Work with designers to produce branding materials, such as brochures, business cards, T-shirts, banners etc.
4. Event organization
• Work with project managers to design effective and engaging events that reach the intended audience;
• Prepare the event checklist and follow-up on the required actions in a timely manner;
• Coordinate with UNCDF IDE country team, act as the key contact for all parties including UNCDF staff, event management company, event venues, travel companies, speakers, participants etc;
• Support the Operations Analyst with procurement and payments to vendors;
• Conduct pre-event and post-event evaluations;
• Prepare and disseminate event reports with key highlights on the success and lessons learned in all areas including the programme, administrative, and logistics;
• Hold media briefings for UNCDF as necessary.
5. Collaboration and learning
• Work closely with the Programme Analyst and Research Specialist to create and document knowledge about the inclusive digital economy and ongoing project experiences for lessons learned and other internal or external publications;
• Present and share with management for use in knowledge sharing and planning of future strategies.
Institutional Arrangement
The Communication Analyst will join the UNCDF IDE team in Tanzania, based in Dar es Salaam, and will contribute to the effective delivery of project-related activities, reporting to the IDE Country Lead while working in close collaboration with the Regional Communications Lead.
Competencies
Core competencies
• Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work.
• Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking.
• Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning.
• Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process.
• Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously.
• Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build and/or /maintain coalitions/partnership.
• Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making.
Functional/Technical competencies
External Relations & Advocacy: Media Relations
• Ability to develop media relations across all aspects of media work including relationships with media and preparing media materials such as messages.
External Relations & Advocacy: Social Media Management
• Ability to represent and promote the UNDP brand in virtual communities and networks.
Business Management: Communication
• Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
• Ability to manage communications internally and externally, through media, social media and other appropriate channels.
Business Direction and Strategy: Strategic Thinking
• Ability to develop effective strategies and prioritize plans in line with UNCDFs objectives, based on the systemic analysis of challenges, potential risks and opportunities; linking the vision to reality on the ground, and creating tangible solutions.
• Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight in order to model what future developments and possible ways forward look like for UNCDF.
Business Development: Knowledge Facilitation
• Ability to animate individuals and communities of contributors to participate and share, particularly externally.
Business Management: Partnerships Management
• Ability to build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNCDF strategy and policies.
Business Management: Customer Satisfaction/client Management
• Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfill and understand the real customers’ needs.
• Provide inputs to the development of customer service strategy.
• Look for ways to add value beyond clients’ immediate requests.
• Ability to anticipate client’s upcoming needs and concerns.
Required Skills and Experience
Education:
• Master’s degree in Communications, Journalism, Public Relations or similar field.
• Bachelor’s degree in related fields with two additional years of qualifying experience will be considered in lieu of the advanced degree.
Experience:
• Minimum 2 years (Master’s degree) or 4 years (Bachelor’s degree) of progressively responsible experience in knowledge management, communications and/or another relevant fields;
• Proven experience in management of events and coordination of contributions from different stakeholders;
• Proven experience in writing engaging knowledge pieces and communications materials;
• Proven experience implementing a social media campaign;
• Private-sector work experience is a plus;
• Experience working with international organizations, UN agencies, government stakeholders and donor agencies;
• Proven skills in the design and implementation of knowledge and communications strategy;
• Proven skills in the production of knowledge products in a variety of formats such as publications and videos;
• Excellent computer skills and familiarity with software and applications commonly used in graphics, website and publishing design, Mailchimp;
• Familiarity with digital financial services and inclusive digital economies;
• Excellent verbal and written communications skills;
• Speech-writing skills;
• Graphics design skills.;
• Event management skills.
Language:
• Fluency in written and spoken English and Kiswahili is required.
Disclaimer
Applicant information about UNDP rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
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The deadline for submitting the application is 28 October 2022.