Reporting and Communication Assistant

MISSION / OBJECTIVES

The Reporting and Communication Assistant (RCA)’s primary role is to produce and synthesize high-quality reports proposals, assessment reports and any documents distributed externally. To achieve these tasks, the RCA works in close coordination with the Deputy CD in charge of donor accountability and business development, the Deputy CD in charge of programs, the Country Director, Field Coordinators, Project Managers, MEAL Manager, and Project Development and Accountability Manager (in HQ in Paris).

The RCA will support the CD in improving internal communication at the coordination level as well as internal communication with field bases.

In a very sensitive environment regarding external communication, under the responsibility of the CD, the RCA will be involved in designing a communication strategy for an external audience.

JOB / MAIN TASKS

1. REPORTING / PROPOSAL WRITING (60%)

Writing; Quality and Design

• Write narrative reports, concept notes and proposals in coordination with the Deputy CD and Head of Programs, Field Coordinators, Project Managers, MEAL Manager, and Project Development and Accountability Manager (in Paris).

• Ensure that documents produced meet deadlines, quality standards, and are in line with donor guidelines, approved project documents and formats, other than SI strategy.

• Support the DCD Dev to ensure HQ validation of all proposals, amendments, and final reports.

• Ensure that reports, proposals, concept notes, and amendments are properly archived, both hard and soft copies, and shared with the desk.

• Provide ad-hoc support to the field and coordination teams in the writing processes for reports and proposals, both in the field offices and Beirut.

• Ensure the field team regularly (weekly basis) send pictures and videos of the activities. If needed, provide to the field team with remote basic training in photography and video making.

On a monthly basis, coordinate the program updates through the Activity Progress Update and Reporting Follow-Up tools.

Planning

• Establish a clear reporting and proposal writing plan for every ongoing project or potential project in coordination with the other coordinators and with the HQ desk.

• Support the DCD Dev in the organization of operational meetings (grant kick-off, review, and closure) and follow up with the teams on the action points.

External Representation and Information Sharing

• When required, present SI ongoing activities in specific coordination meetings involving other stakeholders in the area.

Represent the organization as delegated, participate in the communication working groups at the national and local levels, and provide timely and accurate information on SI interventions as requested by the sectors.

Institutional knowledge-building

• Support the DCD Dev in the establishment of archives for compliance tools and dissemination of donor regulations to the teams and participate in compliance monitoring of the program activities. 

• Support the DCD Dev in archiving documents and relevant information, both hard and soft copies, including correspondence with donors and partners.

• Participate in the centralization and distribution of procedures, guides and tools linked to the activities.

2. INTERNAL COMMUNICATIONS (30%)

• Attend internal coordination and base meetings, drafts meeting minutes, and ensure its dissemination to the team members.

• Ensure a fluid communication flow in between the bases and coordination. Timely communicate to the bases the decisions made during the communication meetings using the existing tools (e.g., feedback on base sitrep).

3. EXTERNAL COMMUNICATIONS (10%)

• Under the responsibility of the CD, develop a sensitive external communication strategy suitable to the context and in accordance with SI’s policies and priorities for Lebanon.

• Be the driving force for designing and implementing communication activities.

• Collaborate with the CD, HQ Desk, and Comms department to keep the website updated and regularly produce short articles about the mission for publication on the website and in SI’s publications. Prior publication, ensure validation by the CD and HQ Desk prior to distribution to the HQ Comms department.

• Under the responsibility of the CD, assess with the field and program coordination teams the possibility to interview witnesses and distribute the information externally.

• Cooperate with LCRP partners and donors’ communication departments.

• Participate in building the capacities of the field team in communication.

ORG CHART POSITION (reporting and functional relationships)

Line manager: Deputy CD Development.

Functional manager:  Country Director (for communications).