Wednesday, March 28, 2012

Information, Communications & Documentation Officer

The Partnership for Peace and Security [PfPS] is a platform that brings together various actors and organisations working in the field of peace and security in Kenya.

Its role is being the focal point network in peace and security that brings together organisations from the state, private sector and civil society.

Learning from past experience, with a vision of “a peaceful, stable and secure Kenya” the PfPS has a mission of being a leading platform for promoting peace and security in Kenya through advocacy, coordination, collaboration, resource mobilisation and facilitation.

To achieve this mission the partnership has four strategic objectives namely; State, NSA and political actors prioritize peace and security in their programmes and policies.

Effective coordination and collaboration around peace and security issues instituted, Enhanced linkages among theory, policy, and practice and A credible knowledge platform, human resource and funding facility established

The Search

PfPS, as an independent, non-profit organization and dedicated to building sustainable partnership, seeks an Information, Communication and Documentation Officer for its Office in Nairobi, Kenya.

The Information, Communication and Documentation Officer primary function is management of PfPS information and communications programme; press relations and publicity and administration of Resource Centre.

The Officer in collaboration with the Coordinator has broad responsibilities for shaping the vision and strategy for the Partnership, providing high level oversight over all areas of program implementation and operations, conducting fundraising and advocacy, cultivating strategic partnerships and playing a leadership role in the local, national, regional and international movements on peace and security.

Key Responsibilities:

1. Management of PfPS Information and Communications Programme
  • To develop and implement an information and communications programme for the benefit of PfPS member organisations and partners.
  • To design and produce information materials and Publications to support PfPS programmes.
  • To be responsible for budget control, accurate costing and to manage the Information and Communications programme expenditure against the agreed budget.
  • In collaboration with the CEO ensure that the Information and Communications Programme's fundraising targets are met.
  • To develop and implement a communications strategy for the Partnership for Peace and Security.
  • To prepare regular progress reports on the Information and Communications Programme.
2. Press Relations
  • Responsible for the organisation and administration of press relations.
  • In collaboration with Executive Director, be responsible for the accurate preparation of press and publicity materials.
  • Maintain and expand contracts with media personnel.
  • Working with the Executive Director, ensure that PfPS achievements are communicated effectively to key external audiences.
  • Maintain regular contacts with media personnel.
3. Organisation and Administration of Resource Centre
  • Responsible for organising information and materials in the Resource Centre and keep up to date with the information needs of NGOs and women's organisations.
  • Ensure that PfPS acquires publications appropriate for its work.
  • Keep abreast of publications and resources on management, peace and security, gender and development issues.
  • To identify and subscribe to suitable publications for the Resource Centre.
  • To work closely with the Executive Director as part of mutually supportive programme team.
  • To maintain awareness and understanding of current issues relating to the media, peace, security, communications, gender and development.
4. Membership
  • Chairing meetings of the Membership Sub-Committee
  • Attending Executive and General Meetings of the Board when requested to do so
  • Processing all applications for membership, including their assessment against the Board’s criteria; ensuring that minimum standards are met relating to the practice of PfPS; and arranging for the applicants to be visited/inspected by a member of the Sub-Committee
  • Preparing a written report to the Executive Committee with recommendations on the suitability of each applicant.
  • Informing applicants of the Board’s decision and any special requirements
  • Undertaking one-off tasks, as required, relating to existing memberships including action on non-compliance with PfPS policy requirements
  • Maintaining all records and undertaking administration arising from the work of the Sub-Committee
  • Providing advice, guidance and direction to Officers and Members of the Board, as required, on general membership matters
  • Producing an Annual Report for the AGM
5. Contribution to PfPS Programme
  • To contribute as a member of PfPS programme team to the development of PfPS programmes.
  • To represent PfPS to supporters and the public as required and to take responsibility for the organisation-wide information and communications initiatives at the request of the Chief Executive Officer.
  • To participate in the strategic planning exercise of PfPS.
6. Partnership for Peace and Security
  • To ensure understanding and implementation of all PfPS procedures and standards.
  • To maintain confidentiality both within PfPS and outside.
  • To ensure that PfPS approach on gender and equality is maintained throughout the programme.
  • 3 - 5 years communications experience in a similar NGO setting
  • Degree in Communications/Journalism, or Masters degree with accompanying communications experience
  • Experience and skills in the use of software programs such as MS Word, PowerPoint, Excel as well as Adobe Photoshop and Adobe InDesign
  • Excellent written and spoken Swahili and English is essential, as well as a critical eye for editing and grammar
  • Demonstrated ability to manage processes and maintain accurate records
  • Demonstrated effective organizational skills and ability to handle work in a timely manner
  • Demonstrated ability to coordinate tasks to meet deadlines
  • Ability to work in a multi-cultural, multi-ethnic environment with respect for diversity
  • Excellent knowledge of maintaining updated website information
  • A natural networker with substantial experience of building relationships with (potential) donors; bringing a network of donor agencies is an asset
  • Knowledge of or interest in Peace and Security programs, as well as a commitment to PfPS’s mission and vision
  • Willingness to travel regularly, in particular within the Country.
Application Process

Applications should be submitted by 10th April 2012.

All applicants must meet the minimum requirements described above, and those unable to meet these requirements will not be considered.

PfPS is an equal opportunity employer.

Each application package should include the following:
  • Motivation letter detailing why you’re the best candidate for the position and salary expectations.
  • Curriculum vitae (including detailed work experience, education/degrees)
  • Professional References (minimum of three, with complete contact information)
All applications should be sent to PfPS at with the subject line: Communications Officer.

Applications not including all of the above information will not be reviewed.

Only short listed candidates will be contacted.

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