Back Communications Assistant (UNOPS Local Individual Contractor Level 4)

Hardship Level (not applicable for home-based)H (no hardship)

Family Type (not applicable for home-based)

Family

Staff Member / Affiliate TypeUNOPS LICA4

Target Start Date2023-09-01

Job Posting End DateJune 30, 2023

Terms of Reference1. General Background

Japan is one of the largest donors to UNHCR and continues to provide strong political, financial and other support. It is the Office’s main objective to effectively mobilise whole of society support from Japan for UNHCR’s global operations and activities, and to advocate for enhanced protection of refugees, asylum seekers and stateless persons in Japan. UNHCR Tokyo’s public information and communication efforts aim to raise the general public’s awareness on global displacement issues through events, public engagement, and close interaction with influential media and social influencers. The office collaborates and coordinaites closely with operational partner Japan for UNHCR (J4U) to maximize opportunities through J4U’s existing media and communication networks beyond Tokyo.

Background Information: Job Specific

In line with its Global Communications Strategy and the UNHCR Japan Strategy, UNHCR Japan requires skilled communications professionals to conceive and execute a range of activities that help us lead the narrative on forced displacement, generate empathy and mobilize action. The Communications Assistant position is a critical role within the communications team and will work closely with social media leads, the wider communications team, and cross functional units, to plan and implement events and the delivery of existing international and local campaigns. The incumbent will provide communications support, help strengthen digital and print content, and monitor and analyse general and media trends in Japan.

2. Functional Responsibilities

Under the direct supervision of the Senior Communication/PI Officer, the responsibilities of the Communications Assistant include:

1. Event management
- Plan, organize and support implementation of public events, including World Refugee Day, missions, film festivals, etc.
- Liaise with a wide range of partners such as J4U, cities, and NGOs on event planning and participation;
- Liaise closely with colleagues in identifying event opportunities in different thematic areas, including field trips, missions, seminars, report launches, and workshops
- Identify event and conference participation opportunities, organise events for promoting and furthering UNHCR’s work among key partners.
- Coordinate the hiring of external contractors, caterers, translators, and other necessary services needed for event delivery.
- Support the promotion and advertising of events to ensure high participation.

2. Campaign support
- Support ongoing campaigns to strengthen relations with key sectors, for example youth and cities, to increase awareness of refugees issues at the local level;
- Draft publications and tools aimed at promoting an enhanced understanding of UNHCR’s aims and activities;
- Help prepare campaign related talking points, mission briefs, presentations, etc.
- Keep abreast of developments on UNHCR’s work both in the country and worldwide and respond to routine enquiries;

3. Communications and Public information
- Draft and deliver high quality UNHCR promotional materials such as flyers, posters, calendars, pamphlets, videos and other Public Information tools;
- Assist in organizing press briefings and conferences as necessary;
- Help maintain an updated list of media contacts and engagements;
- Contribute to updating/translating Public Information Materials
- Perform any other Public Information related duties as required

4. Administrative duties
- Focal point for Public Information related purchase requests;
- Respond to public queries about UNHCR’s work.
- Handle and record requests on photo/video usage;

Depending on the technical skills of the incumbent, a variety of IT/web management-related tasks will need to be performed in support of managing UNHCR Japan’s website and social media presence.

3 Monitoring and Progress Controls
(Clear description of measurable outputs, milestones, key performance indicators and/or reporting requirements which will enable performance monitoring)
• Timely assistance in the delivery of 4 key events, including World Refugee Day activities, per year. Other events include events related to High Level Missions to Japan, and events with J4U and other partners;
• Successfully organize in the World Refugee Day blue light up event.
• Timely and quality support towards the delivery of 3 high quality UNHCR materials such as UNHCR calendar, flyers, and promotional materials;
• List of media contacts and engagements is up to date

4 Qualifications and Experience
a. Education
• Bachelor’s Degree in international relations, social science, journalism, web design and development or other related fields.
• Or 1-year relevant experience with High School Diploma or equivalent technical or commercial school

b. Work Experience

[Essential]
• Minimum 1 year of previous job experience relevant to the function;
• Proven planning and organizational skills and ability to deal with multiple tasks in a service-oriented manner in demanding working conditions that often have short deadlines;
• Skilled in planning and coordinating (medium/large) events collaborating with a diverse range of partners;
• Experience in delivering communications and campaigns strategies.

[Desirable]
• Experience in desktop publishing and web creation skills, ability to work with Illustrator, Photoshop and other Adobe software is an asset;
• Work experience as reporter and/or editor is an asset;
• Basic to advanced skills in trouble shooting IT-related issues is an asset;
• Experience in web design via Wordpress or similar web tools is an asset;
• Skills in Photoshop/Illustrator/InDesign/Premiere Elements is an asset.

c. Key Competencies

• Good communicator with strong interpersonal and negotiation skills to deal with persons of different cultural and educational backgrounds;
• Excellent knowledge of written and spoken English and Japanese.
• Computer Literacy
*** THIS IS A LOCAL EMPLOYMENT/INTERNSHIP OPPORTUNITY AND CANDIDATES MUST HAVE THE NECESSARY LEGAL STATUS IN THE COUNTRY TO TAKE UP THIS POSITION.

***Recruitment as a UNHCR staff member and engagement under a UNHCR affiliate scheme or as an intern is subject to proof of vaccination against Covid-19.

*** This contract may be renewed depending on performance and available funding.

Standard Job Description Communications Assistant Organizational Setting and Work Relationships The Communications Assistant will report to the Communications Officer and will have regular contacts within the office/unit involving exchange of information. S/he will also have limited external contacts on routine matters. All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR¿s core values of professionalism, integrity and respect for diversity. Duties - Collect press-cuttings of articles in national, regional, international and periodicals that pertain to refugee related issues and to the work of the office. - Compile and maintain the mailing list for press releases, information bulletins, etc and ensure timely despatch of information to media and other interested parties. - Classify and maintain adequate stock of PI materials and promote sale of merchandise where appropriate. - Maintain up-to-date the catalogue of PI material and types monthly report regarding sales and stocks for submission to PI at Headquarters in accordance with established guidelines. - Provide clerical assistance with regard to PI events such as poster campaigns, exhibitions, and public awareness raising events. - Respond to routine telephone and written enquiries from a variety of sources such as the media, the public, NGOs and government officials etc. - Maintain PI files up-to-date. - Have access to UNHCR's communication systems - Perform other related duties as required. Minimum Qualifications Education & Professional Work Experience Years of Experience / Degree Level For G4 - 1 year relevant experience with High School Diploma; or Bachelor or equivalent or higher Field(s) of Education Not applicable Certificates and/or Licenses Business Administration; Journalism; Social Science; or other relevant field. (Certificates and Licenses marked with an asterisk* are essential) Relevant Job Experience Essential Communication and computer skills. Excellent drafting skills as well as translation and interpreting skills. Desirable Completion of UNHCR Learning Programmes or specific training relevant to functions of position. Functional Skills IT-Computer Literacy CO-Drafting and Documentation MS-Translation TI-Interpretation (Functional Skills marked with an asterisk* are essential) Language Requirements For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English. For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language. For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English. All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination, and abuse of power. As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise. This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

Required Languages

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Desired Languages Japanese

,English

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Additional Qualifications

Skills

EducationBachelor of Arts (BA), High School

CertificationsBusiness Administration - Other, Journalism - Other, Social Sciences - Other

Work Experience

Other informationThis position doesn't require a functional clearance