Project Officer - Communications and Information

UNESCO ZAF organization mission TBD

UNESCO’s Communication and Information (CI) Unit of the Regional Office for Southern Africa (UNESCO ROSA) aims to promote freedom of expression, free, independent and pluralistic media, and to build an inclusive knowledge society. This includes the promotion and advocacy of free, independent, and pluralistic media, professional and quality journalism, strengthening self-regulation mechanisms of the media, promoting media and information literacy including countering disinformation, hate speech and harmful content online. UNESCO ROSA Office works with all stakeholders including the government, civil society, academia, and media to achieve these goals in countries covered by ROSA.

Within the framework of the EU-funded Social Media 4 Peace (SM4P) project, UNESCO works to build the resilience of societies to the impact of disinformation, hate speech and harmful content in socially polarized environments and foster peace through new technologies, particularly social media. This project takes a comprehensive approach through research and advocacy, coalition-building and capacity building activities. That is, it conducts a mapping of the existing governance mechanisms as well as legislative and policy responses to these challenges in order to identify gaps and root causes. It works to cultivate dialogue and multi stakeholder collaboration, using UNESCO’s convening power to bring together relevant actors, including media councils, civil society, academic, regulatory and judicial bodies and national authorities, and builds national coalitions to coordinate and amplify joint actions and advocacy efforts. To implement the project in South Africa, UNESCO is seeking a National Expert.

Within the delegated authority and under the supervision of the Director of UNESCO ROSA and the immediate supervision and guidance of the Communication & Information sector Regional Adviser, the UNV will support and contribute to the implementation of the SM4P project (Phase II) under CI portfolio in these following areas:

A) Technical Implementation and Coordination
• Contribute to the design, development, coordination, implementation, and evaluation of project activities.
• Assist in preparation of project work plans, budgets, and output indicators.
• Provide inputs for preparation of periodic reports, as required.
• Monitor project progress, final reports and financial disbursements to ensure conformity to work plans and alignment to UNESCOs rules and regulations.
• Conduct situational research and analysis; analyze/compile data for potential partnership opportunities.
• Develop concept notes/proposals to support resource mobilization; prepare publications, briefings, and other related documents.
• Keep abreast of relevant news and policies and continuously collect, analyze and share data/studies concerning social media usage, dissemination of hate speech and/or disinformation, and freedom of expression in South Africa
• Ensure the involvement and ownership of relevant partners and stakeholders in coordination and implementation of project national activities - notably the National authorities, relevant CSOs and INGOs, social media platforms representatives, etc.
• Assist in organization and delivery of capacity building activities to enhance capabilities of stake holders, researchers, network members, and colleagues.
• Disseminate information on project initiatives and activities to ensure project visibility; extend, engage and reinforce networks, engage new and diverse stakeholders, and foster partnerships.
• Supports unit in mainstreaming gender equality effectively throughout the project activities, reports, research, and analysis.
• Support unit in arranging meetings/project events, minutes of meetings, monitors follow-up actions, etc.
• Draft memos, reports, and other project-related correspondence.
• Provide substantive logistical and administrative support to project procurement, consultations, technical groups/think tanks, meetings, Networks and Partnership initiatives, events, and missions.

B) Project Administration
• Provide support in programme/project administration with regard to organization of outreach activities, partnership initiatives and special events.
• Track, retrieve, research files, reports, records and past practices; gather and collate background information; verify information for relevance and accuracy.
• Analyze and summarize information; identify elements of interest; prepare draft dockets and charts; and assemble documents, prepare reports, presentations, etc. according to established standards and formats.
• Support project/programme activities, which include, but not limited to, tracking budgetary data/project documents from current or past initiatives, monitoring assigned programme(s)/project budgets status, supporting collation of information to assist in developing drafts reports, budget proposals for activities and/or other financial projections with guidance from the Programme Specialist.
• In collaboration with team members, assess administrative support needed for meetings/events/workshops/seminars, travel, document processing/publication production, procurement, and other relevant office support services, including initiating of travel authorizations and supporting travel arrangements for team staff.
• Informing management and team members of process, procedures and time frames to secure administrative services necessary for programme/project activities execution; and initiating a variety of contractual documents and launch of purchase requisitions in Daily UNESCO Operations (DUO).
• Maintain internal and external relations for effective implementation of CI’s programme/project activities; participate in meetings and other activities with relevant partners and stakeholder; minute taking, undertake missions; assist in resource mobilization by supporting development of new project concept notes and proposals; assist in identifying potential donors and partners, with guidance from the Programme Specialist.
• Contract management support: Provide guidance to contractors on project/programme reporting requirements, rules & procedures, and ensure completeness and accuracy of data submitted.
• Monitor submission timelines for deliverables as stipulated in contractual documents, follow up with contractors in a timely manner, and notify and/or alert the direct supervisor if delays are expected or errors/omissions/discrepancies are observed and undertake the necessary corrective actions.
• Support unit in reviewing deliverables for quality & acceptability per TORs/contractual documents, verify Payment Requests against contractual obligations in DUO and prepare/submit approved payment requests to Admin for settlement.
• Maintain up-to-date electronic and/or hard-copy programme/project documentation, records, data sources on budgetary data and other administrative files; update/maintain project equipment listings, etc.

C) Communication and Outreach
• Plan and prepare periodic communication outputs to ensure project visibility, including drafting and/or production of public information materials, such as news items, infographics, and other necessary documents or materials, for UNESCO’s website, newsletter and social media channels in coordination with the SM4P team and the CI sector in Harare or other relevant team.
• Liaise with the EU delegation in South Africa to share project updates and results, and engage with them to ensure their participation in key activities. Ensure that the project's communication and visibility materials comply with EU requirements, acknowledging the EU's contribution.

D) Monitoring and reporting
• Report project results to the project coordination team based in HQ and keep regular communication with them to ensure timely reporting, and full alignment of project activities at the country level with the project’s global strategy.
• Closely monitor the implementation of project activities and ensure an accurate and systematic collection of data and project information for donor reports.
• Contribute to the preparation of periodic progress reports on project implementation per the requirements of UNESCO and EU.

E) General office support
• Provide general office assistance, draft correspondence, emails and support development of a variety of reports, charts/tables to document/ transmit administrative or budgetary information.
• Verify outgoing correspondence for completeness, accuracy and compliance with UNESCO format standards and respond to enquiries.
• Maintain mailing and contact lists. Handle routine administrative tasks, and perform any other required activities to support the CI programme in South Africa, including maintaining regular weekly updates with the CI sector in Harare to ensure coordination and information sharing. Mutual support will be provided to facilitate effective collaboration.