CARE INTERNATIONAL

INFORMATION MANAGEMENT AND DOCUMENTATION COORDINATOR

  • Full Time

Job Summary

The primary responsibility of this position is to provide overall program related management information and documentation support to CARE Uganda program team, supporting information and documentation of projects, events, media relations and projects, website management and updates etc with the overall aim of maintaining safe access to critical program documents and raising CARE Uganda’s profile and visibility.

 

I.    Job Responsibilities

 

Job Responsibility 1: Key Program Information Management 35%

 

–    Maintain the CO portfolio overview (summary of all grants with key results of the grants)

and circulate on a quarterly basis;

–     Maintain the CO geographic portfolio mapping that captures the geographic presence of each project;

–     Ensure  key program documents  from all active grants are safely  archived  on available platforms (Village, Cloud,  etc), including approved  proposals, approved  budgets,  final submitted progress,  narrative and  financial reports,  MEAL  documents  (approved  Log Frame, approved  MEAL  plans, base  lines, end  lines, final evaluations, etc); All  as per standardized filing nomenclature for projects and programs; Ensuring easy “retrievability” when needed;

–     Ensure  the  Knowledge  Management  of project  closure  is implemented  by collecting, reviewing, refining and archiving Past Performance Templates of closing projects;

–     Maintains database  of all CO Program related MOUs with relevant institutions, e.g with Alliances & networks, with line Ministries, with District Local Governments, and sends alert to relevant colleagues for timely renewals;

–    Support  the  MEAL  staff and  works closely  with  them  on annual  Project  Information

Reporting (PIRRS);

–    Update Country Office Capacity Statement at least every six months based on projects’

reports, PIRSS data, etc

Job Responsibility 2: Support the whole country office portfolio documentation and visibility efforts

35%

 

–     Ensures all new and current staff are knowledgeable and well oriented in all relevant CARE Communications strategy (on brand, logos, etc), policies and tools (e.g. approval and vetting protocols, consent forms, etc);

–     Manages the archiving of all communication materials (photos, stories, articles, videos, documentaries) with associated approvals and consent forms;

–     Regularly goes out to the project activities to collect and write stories and supports project staff to write stories;

–    Responsible  for the  quarterly  CO  newsletter  from beginning  to  end  of the  process,

collecting  articles,  stories,  photos  from  colleagues  and  partners   and  continuously innovating to keep the newsletter relevant and informative;

–     Supports documentation efforts of projects such as Project Information Sheets, summaries of results in forms of Info Graphics;

–    Responsible for timely and quality preparation of Country Office Annual report, preparing

/ drafting  content  based  on  project  results,  based  on  PIRRS,  ensuring  the  design  is attractive and ready friendly, etc;

–     Maintains  the  Country  Office  Website,  ensuring  it  is  regularly  updated  with  latest materials,  information  new  projects  and  events,  checking  posts  / information  and questions received through the website;

–     Proposes promotional  and visibility  materials  to be designed  and procured  by the CO (e.g.annual calendars, etc);

–    Guides  project  staff on  their  promotional  and  visibility  materials  ensuring  the  CARE

guidelines and policies are followed (along with donor visibility requirements)

–    Coordinates the use of social media by the CO, on a regular basis and for specific events

(twitter, facebook, etc as relevant);

–     Participates in the planning, organization, roll out and reporting on key events such as 16 days against GBV,  IWD,  Refugee Day,  etc  and  takes  lead on  all  aspects  of visibility, communication and potentially media engagement for these events;

–     Supports the program team with media visits including submitting approvals for licenses and permissions from relevant authorities for journalists / photographers, sending them prior information as required, reviewing their materials, etc

Job Responsibility  3.   Provides  secretarial  and administrative  support  to Senior  Program Team

(Program Director and Program Managers) 25%

 

Provide secretarial support to the Programme Director and Program Managers e.g. by supporting the preparation of key program events (Design Workshops, Learning events, Advocacy events, Program Quality and Learning meetings etc), sending invitations, following up on participants,

ensuring all materials needed  for workshops are there,  taking notes  and preparing reports  of events, keeping track of actions and decisions made at these events, etc

 

     Supports the senior Program to enter Purchase Requests in CARE’s online procurement system for above mentioned key program events and liaises with Procurement team on the same;

     Maintains the CO calendar updated with all key program events and activities and submits to Administration;

     Reviews newspapers on daily basis and shares key information with relevant staff (e.g. call for proposals, important events and news on topics relevant to CARE’s program)

Job Responsibility 4. Any other duties as required (5%)

 

        Perform any other duties assigned by CD, PD, Sector Managers, and   Project Managers.

 

 

II.          Working  Conditions: Location of work is based at CUHQ, and expected time percentage of travel will be approximately 40% mainly during workshops or visits to sub offices for particular events where information management and documentation support is needed.

III.        Contacts/Key Relationships/Collaboration:

Maintain internal relations with Program unit, Project managers and CRAE Uganda administration and finance units for better coordination and implementation.

 

Maintain external relations with CSO partners, Government partners, donors, CARE Member Partners, Media, etc.

 

IV.         Authority:

Spending authority:  Not applicable.

 

Supervision:                 Interns working on Information Management and communications;

 

V.          Qualifications:

–     Bachelors’ degree (or equivalent) in Communication and Information Management studies from a reputable institute.

–     At least 3 years working experience in a similar position, preferably with an international organization or any other reputable organization.

–    Very good knowledge of Information Communication Technology and social media;

–     Very good writing skills and proven experience writing newsletters, briefs, human interest stories, etc;

–    Very good computer skills in word-processing, publishing, spreadsheets;

–    Experience in and basic knowledge of photography and videography is a plus;

–    Website management knowledge is a plus;

–    Committed to CARE’s mission and vision and values, and particularly to Gender Equity and

Diversity;

–    Excellent interpersonal and public relation skills.

–    Dynamic, creative, inquisitive and innovative individual with a passion for women and girls’

rights and a desire to capture how CARE’s work impacts them!

Application Procedure

 

Candidates who are interested in the above jobs  should submit an updated CV and Application letter giving a day time telephone contact and names, telephone contacts and email addresses of

3 (three) work related referees  only through our recruitment email ugarecruitment@care.org clearly indicating the job title in the email subject. For position 2 indicate the title and the preferred location. CVs will be received until the 24th, May,2019. For any questions please call our office on

0312258100/150

 

CARE IS AN EQUAL OPPORTUNITIES,  GENDER SENSITIVE, CORRUPTION,  SEXUAL EXPLOITATION AND ABUSE INTOLERANT EMPLOYER. Please Note that CARE International in Uganda does not ask any applicant payment for any recruitment process

CARE INTERNATIONAL