Assignment: The Reporting and Communication Officer (RCO), ensures proper grant management by developing qualitative project progress reports in compliance with donors’ rules. The RCO facilitates smooth internal communication and coordination with relevant departments and contributes to ACTED external communication strategy. The RCO contributes to fundraising efforts by participating in the development of project proposals in line with ACTED’s global and in-country programme strategy.

Contract: Full-time employee

Duration: 3 months renewable with one month probation

City: Erbil

Starting date: As soon as possible

Chain of Command

Under the authority of:

Country Project Development Manager

Working Relations

Internal Relations:

• The Reporting and Communication Officer works closely with the Project Development Manager and Officers
• She/he works with Technical Coordinators, Project Managers Area Coordinators and other project focal points as needed
• She/he works with focal points from FLATs departments (Finance, Logistics, AME, Compliance & Transparency)

External relations:

She/he will contribute towards fostering strong external relations with donors, and international and national partners 

DETAILED RESPONSIBILITIES:

1. 1 Grant Management

• Contract follow-up

1. Communicate contractual obligations in particular with regards to reporting deadlines to Programme, AMEU and FLATS team;
2. When any issue is identified in meeting deliverables in the given timeframe and budget, inform relevant staff in country and in coordination with the Project Development Manager and Project Development Officer seek ACTED HQ Program Department advice on potential solutions that would meet donor rules.

1.2.  Reporting

1. Participate in and take minutes of kick-off and close out meetings for each project
2. Write quality narrative reports as specified in the donor contracts, reflecting the progress and status of projects in a transparent, timely and professional manner, in liaison with ACTED HQ GMU and finance;
3. Work in close relation with AMEU to incorporate AME data (incl. data on input, process, output, outcome and impact indicators, lessons learnt and best practices) in reports and review M&E reports from AMEU;
   1. Liaise with FLATS teams when preparing reports, especially with finance to ensure greater coherence between financial and narrative reports by crosschecking the matching of data in the narrative and financial reports;
   2. Contribute to the monthly update of the Reporting Follow Up (RFU) and ensure smooth and regular communication with ACTED HQ GMU.

    

   • Partner Follow-up
   1. Ensure partners report to ACTED in a timely and qualitative manner as per the requirements of the grant agreement.

    

   1. Internal Coordination

   2.1. Internal Coordination and Communication

   1. Facilitate interdepartmental communication and information sharing from the Base, to the Area, Capital, and even up to the regional and HQ offices by taking minutes of the various ACTED coordination meetings
   2. Send meeting minutes in a timely manner to bases, Coordination, and HQ, where needed;
   3. Inform ACTED HQ GMU and finance of latest developments, opportunities and challenges so that GMU can best advice on the way forward.

    

   2.2. Filing

   1. File properly contractual project documents both in hard and soft copies;
   2. Support the Project Development Department in filing and archiving all relevant documentation for projects implemented on the field;
   3. Keep accurate and pertinent records of all correspondence, project development and reporting files and administration information;

    

   1. External Communication
   1. Ensure a regular external communication to promote ACTED’s mandate, activities and services in Iraq on relevant social medias, with guidance from the Project Development Manager, Project Development Officer, Project Manager and validation of ACTED’s Country Director;
   2. Ensure a regular collection of information and pictures with field teams (documenting, analysing, filing, in line with ACTED communication and safeguarding policies);
   3. According to the needs, ensure a consolidation of external communication materials for donor reports in the form of a communication package;
   4. Contribute to ACTED external communication strategy by feeding regularly ACTED HQ Communication Department with informal updates on projects, a flash news, pictures, articles on projects progress and/or specific events for ACTED communication tools, including, but not limited to, ACTED Newsletter, websites and ACTED Annual Report;

    

   1. Fundraising
   • External relations
   1. Update regularly a directory of donors, international and local NGOs, other partners and stakeholders;
   2. Contribute when required to the reporting of national and local authorities as required by ACTED registration/legal status in country;
   3. In the absence of Technical Coordinators, Project Managers, participate in key clusters and/or working group meetings;

    

   4.2 Contribution to proposal development

   1. Contribute when required to the development of fundraising documents (Expression of Interests/concept notes/proposals) in line with ACTED country strategy and donor requirements and in close collaboration with ACTED HQ GMU (Grant Management Unit) and finance;
   2. Liaise with Area Coordinators, Project Managers and Technical Coordinators to ensure that proposals are relevant and technically sound;
   3. Incorporate learning from previous interventions (e.g. lessons learnt and best practices) into new proposals;
      • Contracting
      1. Contribute to addressing in a timely manner all comments by donors on proposals in liaison with relevant staff in country and ACTED HQ GMU and finance;

       

      1. Protection Mainstreaming
      1. Promoting of and adhering to Prevention of Sexual Exploitation and Abuse policy and guidelines (for site residents, ACTED staff, partner agencies, casual labors).

       

      Perform other duties as required by the relevant supervisor.

      Subordination:

       

      The Reporting and Communication Officer works under the direct hierarchy of the Project Development Officer.

       

Required personal qualities

The Reporting and Communication Officer will be appraised on his/her demonstration of the qualities and competencies listed below as well as from carrying out of the duties in the previous section.

• Diplomacy and good communication skills is required for all interactions with both project beneficiaries, ACTED staff and other project stakeholders.
• Impartiality, objectivity and confidentiality are imperative; without prior authorization of Project Development Manager, communication reports and project development documents should not be shared within or outside ACTED but should be kept within the Project Development Department.
• Excellent English writing skills and the ability to present information clearly and concisely.
• Flexibility and adaptability are essential, as well as the ability to plan, take initiative and organize work independently.
• Understanding the nature of work carried out by programmes is necessary for ensuring the relevance and usability of the reports produced. Therefore, a proactive and self motivated attitude towards gaining a good understanding of ACTED programs is essential. In addition, some prior knowledge of project specifics practices is desirable.
• Willingness to learn and capacity to innovate; the Reporting and Communication Officer must be inventive and eager to improve his/her own skills, and be capable to adapt, shape and develop tools best suited for ACTED’s activities.
• Competency in all computer related tasks including Word, Excel, and PowerPoint is strongly desirable. An ability to learn new computer related skills rapidly is essential.
• Ability to travel to the field, which may include overnight stays, in order to collect information for reports and project proposals.

Required profile

Education: Bachelor / Master degree in Social Sciences, Development, Media.

Languages: Fluency in English, Arabic and Kurdish mandatory.

Experience: At least 2 years of work experience in a NGO, association, organization, social enterprise or media setting with strong communication output.    

Interested candidates can apply via the following link:

https://docs.google.com/forms/d/e/1FAIpQLSf2jrE3BneZ7AJnjWHNBsSks4MupC-dcCTavzu4GkURIgqt4w/viewform 

Only shortlisted candidates will be contacted.

Only CVs in PDF format will be accepted.

Incomplete applications will not be considered.