Communications Specialist

STATEMENT OF WORK

The Communications Specialist (CS) is based in Peace Corps/Philippines (PC/P) Executive Unit and reporting to the Country Director (CD). The CS provides administrative  and communications support to the Office of the CD in particular, and to PC/P in general,  highlighting its impact and helping to coordinate its activities. The CS screens and responds as appropriate to communications and inquiries directed to the CD and sets-up and prepares agendas and handouts and establishes protocol for executive meetings, official visits, and events. The CS assists in managing PC/P's print and electronic communications. The CS liaises with various U.S. Mission agencies, non-governmental organizations, and host country agencies regarding Peace Corps' program and projects. The CS is responsible for supporting all of post's public-facing electronic and print communications; collaboration with all Post units (Executive, Programming and Training, and Administrative and Finance), Volunteers, and  broader network in identifying, developing, editing and posting stories, features and educational materials used in promoting, fostering, and supporting relationships with stakeholders throughout the Philippines, up to the United States, and even globally.

MAJOR DUTIES AND RESPONSIBILITIES

A Communications and Public Relations

Leads development and maintenance of Post's communication strategy to promote the Peace Corps mission and three goals and highlight the unique service journeys and inter-cultural learning of PC/P's network of Volunteers, community members, partners, and staff;

Serves as brand manager helping ensure adherence to Peace Corps branding guidance and messaging alignment functions. Liaises with host country agencies, with Communications and Volunteer Recruitment & Selection (VRS) teams at Peace Corps Washington, and shares and trains Post staff on Peace Corps brand and messaging guidance for items such as letterhead, signature lines, use of logos, messaging for different outcomes (e.g., recruiting Volunteers, recruiting partners, demonstrating impact, and supporting goals 2 and 3, etc.);

Communicates with the Chief of Mission's office and US Mission agency/section head assistants to coordinate communications and meetings on behalf of the Peace Corps. Ensures professional and timely communication with the US Embassy at all times;

Takes, develops, creates, and edits photos, videos, and graphic content and designs impactful, sharable, and reusable content for use on Post websites, social media channels, print and electronic reports, training materials, and newsletters;

Provides guidance to support Volunteers, staff and network partners to effectively capture photographic and videographic materials and develop infographics for use in documenting impact;

Develops and maintains a clear media filing system including ensuring that all shared media are easy to locate and that there are appropriate waivers in place for their usage;

Collaborates with PC/P's network of stakeholders to highlight our collaborative efforts to promote Peace Corps' mission through impact stories, social media posts, and other communications works;

Coordinates with the Embassy's Public Affairs Section (PAS) to develop media releases, and ensure media coverage of Post and PC/P network events and activities as appropriate;

Monitors Volunteer, Embassy, and network blogs and other social media, reposting as needed on the PC/P website and social media channels and brings concerning posts and comments to the attention of the CD;

10.   Develops, curates, and coordinates content; formats; and posts on public facing websites and social media platforms. Publishes and distributes Post-wide public-facing electronic and print materials including promotional brochures, banners and signs, and Post's Annual Report;

Develops, formats, copyedits compiles, and distributes Post's internal newsletters;

12.    Collaborates with IT Specialist on Post's internet sites to keep them updated and relevant and Financial Manager to develop social media and communications budget; and,

13.    Along with the CD or designee, co-leads PC/P media and communications committee to identify, gather, edit, and using media content to support positive communication outcomes and goals.

B.      Event Management, Embassy Liaison & Administrative Support

Bound by strict discretion and confidentiality relating to all communications, carries out the directives and decisions of the Country Director (CD);

Provides communications and administrative support for the CD including managing appointments and correspondence; coordinating CD in-country travel; and supporting the internal flow of information from the CD's office/Executive unit to other units within Peace Corps Philippines;

Liaises with the Embassy to coordinate the arrival/departure of all USDHs at Post;

Manages event calendar and coordinates All Staff meetings and other executive meetings as directed by the CD;

Coordinates and oversees arrangements for official Post functions and events, including international conferences, Swearing-In ceremonies, and internal events such as staff awards and seasonal celebrations.

Provides support in hosting and reception of guests and visitors;

Maintains files and keeps records up to date in the following categories: official correspondence; PC Volunteer (PCV) files; confidential files; and partner agencies;

Receives official correspondence directed to Post or the CD, and communicates this accordingly;

Performs general clerical tasks and other administrative duties as assigned.

C.     Volunteer Support

Collaborates with the Quality Assurance Specialist (QAS) in updating and maintaining the Volunteer Service Handbook under the direction of the CD;

Facilitates communication with PC/Washington, Philippine National Volunteer Service Coordinating Agency (PNVSCA), Department of Foreign Affairs (DFA), and other relevant agencies in aid of Trainee and/or Volunteer visa process.

Researches and studies PC Manual Section 200 Series (policies governing Volunteer Service) to responsibly manage information and communication about/with PC Volunteers and Trainees.

Administers and maintains Policies & Procedures Section on LearningSpace and contributes to the creation of online training modules for and on behalf of Post.

Undertakes other tasks to support Volunteers and Trainees upon the direction and guidance of the CD.

Other Duties

Performs other duties, as assigned by Supervisor;

Performs back-up duties when other staff members are not available, as assigned by Supervisor;

Coordinates and collaborates with staff from other units within PC/P; and

May serve as Committee Liaison or support Staff and PCV Committees as needed.

Duty Station, Level of Effort, and Other Duties and Responsibilities

The Peace Corps Philippines office is located on the 6th Floor, PNB Financial Center, Macapagal Avenue, Pasay City, Metro Manila. The typical work schedule is from 8:00 a.m. to 5:00 p.m., with 9 a.m. to 3 p.m. as the core hours, Mondays through Fridays. Staff may be required to be on-call, to travel, or work extra hours on weekends or during certain times of the year as required to support Volunteers and Post operations.

QUALIFICATIONS:

• Education: Bachelor's Degree in Liberal Arts, Communications, Management or related degree.
• Prior Work Experience:
  
  Minimum: Three  year experience in the line of executive management support, internal communication and external relations in an international organization or NGO, or comparable environment.

Preferred:  Four years and above progressive position of responsibility in the line of executive management support, internal communication and external relations in an international organization or NGO, or comparable environment.

· Language Proficiency: Level 4 (fluent) oral and written communication skills in both English and Filipino.

• Job Knowledge: Above-average working knowledge of: (a) Policies and protocols for internal and external communications and public relations; (b) records management; (c) events management; (d) social media management and leveraging social media for effective outreach and communication; and (e) Volunteerism and its place in the local, regional, and international scene.
• Skills and Abilities:

Organizational Skills- Excellent organizational and administrative skills with strong attention to detail, priorities, and quality output.

Communication/Writing Skills – Professional oral and written communication skills in English (annual reports, presentations, event briefings, press releases, newsletters, weekly updates, official correspondence).

Computer Skills - Highly proficient in the most widely used computer applications and tools in writing, editing, lay-out & publishing for traditional and social media, including HTML and Canva.  Familiarity in the management of a) MS Teams and Zoom, b) social media platforms - Facebook, Instagram, Twitter, YouTube, c) and Google Analytics.  Advanced skills in photography, graphics, video and audio design software (Adobe Creative Suite), data visualization, and audio-video editing skills, a plus.

4. Multitasking Skills - Demonstrated ability to manage multiple projects simultaneously and consistently deliver high quality outcomes on time and within budget. Highly motivated, persuasive, priority-driven and collaborative.

5. Initiative and Ingenuity - High degree of judgment, maturity, and ingenuity to anticipate needs, offer solutions/recommendations, coordinate and support activities that lead to mutual success across different units of the organization.