International Labour Organization (ILO)

Communications and Public Information Assistant

International Labour Organization (ILO)

Job Description

Grade: G5 Vacancy no.: LUSAKA/DC/GS/2019/28 Publication date: 21 NOVEMBER 2019 Application deadline (midnight Zambian local time): 6 DECEMBER 2019 Job ID: 2040 Department: RO-Africa Organization Unit: CO-Lusaka Location: Lusaka Contract type: Fixed Term Contract duration: 1 YEAR Under article 4.2, paragraph (e) of the Staff Regulations, the filling of vacancies in technical cooperation projects does not fall under Annex I of the Staff Regulations and is made by direct selection by the Director-General. In order to support the best informed process in the filling of the above-mentioned vacancy by direct selection, the ILO invites interested candidates to submit their application online by the above date. The following are eligible to apply:
  • ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.

  • External candidates*

*The recruitment process for General Service positions is subject to specific local recruitment criteria. The ILO may only offer a contract to Zambian Nationals. Technical cooperation appointments are not expected to lead to a career in the ILO and they do not carry any expectation of renewal or conversion to any other type of appointment in the Organization. A one-year fixed-term contract will be given. Extensions of technical cooperation contracts are subject to various elements including the following: availability of funds, continuing need of the functions and satisfactory conduct and performance. *Conditions of employment for external candidates: In conformity with existing ILO practice, the appointment of an external candidate will normally be made at the first step of this grade. The entry level salary for this position is K238, 960 ( Zambian Kwacha) yearly. Introduction The successor UN Joint Program for Social Protection (UNJPSP-II) in Zambia builds on the lessons learned from the first programme, and includes ambitious targets for streamlining benefits and service delivery through single-window service centres, support for disability inclusion across the whole of the social protection sector, strengthening state institutions, and promoting greater citizen and beneficiary voice in the governance of the social protection system.  As a critical part of the support provided to this initiative under the UNJPSP-II, the social protection team within the ILO Country Office for Zambia, Malawi and Mozambique will provide technical advice and other assistance to constituents in Zambia, including Government, social partners and Civil Society Organizations through joint UN action. The UNJPSP-II includes a strong emphasis on knowledge generation and knowledge sharing, as well as creation and implementation of an effective communications strategies to support Government efforts in promoting greater disability inclusion, introducing a single-window delivery mechanism for social protection benefits and services, and increasing citizen and beneficiary voice in social protection governance. The support provided by the Communications and Information Assistant (CIA) to the project is expected to lead to better understanding of social protection principles and existing programmes among programme stakeholders and the general public and to assist in fostering a culture of social protection in Zambia among current and future officials, social partners and members of civil society. Reporting lines Under the overall responsibility of the Director of ILO Country Office for Zambia, Malawi and Mozambique (CO-Lusaka), the Communications and Public Information Assistant (CPIA) will report to and work under the direct supervision of the Technical Advisor (TA) of the Project. The CPIA will work in close collaboration with communications counterparts within the project, CO-Lusaka and liaise with the Regional Office for Africa Communications team, as well as at the Ministry of Community Development and Social Services (MCDSS), Zambian Agency for Persons with Disabilities (ZAPD) and other co-implementing UN Agencies of the UNJPSP-II in Zambia. Description of Duties 1. Assist in the organization of promotional activities, including press conferences, meetings and other events targeting the media, including for events aimed at building capacity of media representatives covering the social protection sector 2.Reply to requests for information and general inquiries on project activities. Keep up to date with ILO world of work themes and developments. 3.Draft routine correspondence on public information and related administrative matters in accordance with standard office procedures from oral instructions, previous correspondence or other available information sources. 4.Liaise with media outlets and journalists to provide information on upcoming meetings and special events including on accreditation and other procedures governing media coverage of ILO events. 5.Participate in the organization of meetings, conferences, campaigns and other events by providing administrative support and ensuring the availability and dissemination of materials for the project. 6.Classify and maintain information material relating to project subject-matter areas, including contact information for distribution lists, including officials in government offices, ministries, workers’ and employers’ organizations, UN agencies and media organizations. In Coordination with the ROAF Communications Maintain and update a media contacts/distribution list. duties continued... 7. Assist in the development of content and Design layouts, under the guidance of the TA, for information materials, project newsletters, summary reports and briefs as required for project activity implementation 8. Assist in the formulation of communications and public information strategies for the project and review and provide inputs into such strategies delivery through technical assistance aimed at supporting the communications capacities of project beneficiaries 9. Keep abreast of changes to communication and Information Management methods, techniques, tools, standards and guidelines and share information with concerned parties. 10.Provide other logistics (non-finance) and administrative support. 11. Perform other relevant duties as assigned by the Supervisor Required qualifications Education Completion of secondary school education plus additional relevant training in communications or Journalism. Experience At least five years of relevant work experience in the field of communications, journalism, public information and/or knowledge management, of which three years of experience with communication and public information clerical activity, media engagement and organization of events, clerical and administrative work. Experience working in the UN System OR NGO will be an added advantage. Familiarity with ILO policies and procedures including experience working with officials of Ministries of Labour and Social Security (MoLSS) and/or Community Development and Social Services (MCDSS) would be an advantage. Languages Excellent command of written and spoken English and good knowledge of another local language of the duty station. Competencies Among nine ILO core competencies, following competencies are particularly important for this position: Quality Orientation, Communication, Collaboration, Client Orientation, Orientation to Learning and Knowledge Sharing
  • Ability to organize own work.

  • Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands and multitasks.

  • Proficient in basic Computer Software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office

  • Ability to obtain services from other work units inside or outside the office for completion of tasks

  • Ability to work as a member of a team and manage a heavy workload under time pressure.

  • Thorough knowledge of practices and procedures for preparing administrative documents and maintaining file system;

  • Ability to determine relevant background and reference materials for others, and to screen requires for urgency and priority

  • Ability to respond to requests from officials from government offices, ministries, ILO constituents and NGOs.

  • Accuracy and ability to pay attention to details

  • Ability to search and retrieve information from databases and compile reports;

  • Excellent oral and written communication skills;

  • Customer service experience in order to provide courteous, prompt and efficient responses to internal clients.

  • Ability to deal with confidential matters with discretion

ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED. “Assessed candidates who will be considered as appointable but not selected for this position can also be offered to be assigned on another temporary position at the same or at a lower grade provided that said candidates possesses the minimum qualifications for this position”. Recruitment process Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website. The system provides instructions for online application procedures. Fraud warning The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account - - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.
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