Senior Communications Assistant

Organizational Setting

This position is located in the Country Office for China and Mongolia. The duty station is Ulan Bator, Mongolia

Main Purpose

As a team member, the incumbent provides senior level communication and information management support and is responsible for performing, completing and/or overseeing specialized support services. The incumbent works in an efficient, effective and client-oriented manner to support promotion, advocacy, media relations, events management, research, publication, documentation and information management activities in compliance with ILO communication strategies at national, and/or regional and global levels. The incumbent ensures the correct application of communication and information management rules, regulations, policies, procedures and guidelines. The incumbent evaluates and provides inputs into the design and development of improved communication and information management services and delivery processes. 

The incumbent will provide support to two ILO technical cooperation projects in Mongolia - the EU funded Trade for Decent Work project and the Youth Employment Promotion project funded by the Republic of Korea. S/he will allocate his/her time to each project in 50:50. The position works under the supervision of National Project Coordinator. Supervision received is focused on facilitating service delivery, ensuring that agreed results are achieved and that work is coordinated and integrated with related services. Work assignments are generally carried out under minimum supervision with the incumbent operating with a high degree of independence, particularly on operational delivery matters. Work is reviewed for feasibility of recommendations and correctness of end results.
 

Working Relationships

Internal contacts are with staff and managers in field offices, project locations and headquarters to collaborate on assignments, provide support and guidance for the resolution of complex issues in compliance with applicable standards. Contacts are also to coordinate activities with other units for the delivery of interrelated services. The incumbent regularly liaises with and seeks and receives guidance from the regional communication unit and the information management services at headquarters.

External contacts are primarily with the media, general public, academic institutions, service providers, and counterparts in United Nations (UN) agencies and other international organizations to share information on ILO activities, coordinate and follow up on pending issues and the production of communication and information products, and contribute to resolving complex communication-related matters. 
 

Key Duties and Responsibilities

1.Undertake and complete specialized support services in a range of communication and knowledge management areas encompassing promotion, advocacy, media relations, events management, research, publication, documentation, and information management activities. Assist senior management with internal communications in the office. 

2.Keep up to date with ILO's world of work themes, national, regional, and project key priority areas. 

3.Identify communication needs and discuss requirements for specific assignments with staff and managers. Provide support for the design and development of communication and knowledge management products to best reflect key messages and target different audiences. 

4.Develop, by compiling information from a range of different sources and/or reviewing communication and knowledge management products, verifying the accuracy of information and ensuring correct layout and design in compliance with applicable standards. 

5.Conduct media reviews and searches for information to identify news on relevant ILO subjects. Disseminate within the Office and to the Regional Office, HQ, and other concerned parties as appropriate. 

6.Provide documentation services and ensure the maintenance and update of webpages, social media pages, databases, and web content management systems, classifying information and ensuring consistency and compliance with applicable standards. Develop and update a media contacts/distribution list. 

7.Compile statistics and analyse data and information on web pages, social media, and other communication and information management-related activities. 

8.Identify opportunities to promote key messages to diverse audiences, including the media, and assist in the planning and organization of meetings, campaigns, and other events. 

improvements on interrelated processes. 

optional section (only if needed)

9.Keep abreast of changes to communication and information management-related techniques, tools, standards, guidelines, and best practices and provide guidance and deliver training to staff with a view to building knowledge. Oversee and guide the work of support staff performing communication and information management-related work as required. 

10.Evaluate and propose improvements to work methods and processes. Assess the impact of changes and make recommendations on follow-up actions. Liaise closely with other administrative areas to ensure effective and smooth service design and delivery, recommending improvements on interrelated processes. 

11.Respond to requests for information. Maintain the Office documentation center and ensure the efficient filing, retrieval, and organization of materials, as required. 

12.Attend and participate in internal and/or UN committees and working groups. 

13.Perform other relevant duties as assigned.

Minimum Requirements

Education

Completion of secondary school education. Relevant training in communication or public relations is desirable. Bachelor’s degree in communications, journalism, public relations, or other relevant field will be an advantage.

Experience

A minimum of six years of progressive experience in Communication Management, Public Relations, Information Management, or related areas is required.

Languages

Excellent command of English and excellent knowledge of the Mongolian language.

Knowledge and Competencies (technical/behavioural)

Good knowledge of communication and/or information management techniques
Good knowledge of multimedia techniques and platforms.
Good knowledge of producing and using multimedia products.
Good knowledge of PC software (including word processor, spreadsheet and presentation software) such as Microsoft Office.
Knowledge of planning and organizing events.
Knowledge and understanding of the substantive nature of ILO programmes and activities.
Knowledge of methods and techniques for assessing quality and efficiency of process execution.

In addition to the ILO core competencies [Integrity and transparency, Sensitivity to diversity, Orientation to learning and knowledge sharing, Client orientation, Communication, Orientation to change, Takes responsibility for performance, Quality orientation, Collaboration], this position requires:

Ability to interpret and work within the applicable rules, regulations, policies and procedures.
Ability to adapt quickly to new software and systems including for updating websites, desktop publishing, graphic design. 
Ability to code and classify information in accordance with standards. 
Ability to tailor communications for specific audiences.
Ability to search for and analyse information from a variety of sources. 
Drafting and web writing/editing skills.
Accuracy and attention to detail and skills in the design, layout and formatting documents.
Ability to coordinate the work of support staff.
Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes. 

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