External Relations Officer - Terms of Reference
Grade: 2
Organisational Setting and Reporting Relationships:
An External Relations Officer is under the overall supervision of and reports to the Head of External Relations or to the team member assigned by the Head of External Relations to be his/her line manager. An External Relations Officer works in close collaboration with colleagues in his/her Department and in cooperation with colleagues in the Director’s Office, GCSP’s Programmes, and in other support services, including the Departments of Administration, Finance, ICT, and Human Resources.
Responsibilities:
An External Relations Officer is responsible and accountable for the planning, implementation, monitoring and evaluation of clearly defined aspects of his/her Department’s objectives. Specifically: External Relations Administration (Time allocation: 60%) (All time allocations are indicative.)
An External Relations Officer is responsible and accountable for the planning, implementation, monitoring and evaluation of clearly defined aspects of his/her Department’s objectives. Specifically: External Relations Administration (Time allocation: 60%) (All time allocations are indicative.)
- Coordinates and supports the administrative preparation, implementation and follow-up of a wide range of departmental activities (such as GCSP-wide conferences, hosted events, institutional and programmatic publications, GCSP-wide branding, media relations, web and social media content management, presentations, resource mobilization and fundraising actions, meetings and visits), including but not limited to:
- managing and coordinating the production of GCSP publications (including design and layout, proof-reading, liaising with internal and external actors) and publications inventory,
- maintaining and updating GCSP’s web and social media content (webmaster function),
- accommodation and travel bookings,
- liaising and coordinating with colleagues, service providers (e.g. designers) and target groups (e.g. media contacts),
- preparation of external communications (such as event invitations),
- event management and logistical arrangements (such as honorarium, venue management, and protocol), and
- maintaining GCSP’s knowledge management systems and appropriate administrative records.
- Participates in activities related to the financial management of the Department and its projects, such as the development of budgets, and processing of departmental expenditures and re-imbursements,
- Provides administrative support on other Department-wide issues such as resource mobilization activities.
- Provides administrative support as requested by the Head of Department to other colleagues within the Department.
External Relations Implementation (Time allocation: 40%):
- Coordinates and supports project management activities, including project design and planning, and monitoring and evaluation activities,
- Coordinates and supports the substantive preparation, implementation and follow-up of a wide range of departmental activities (such as GCSP-wide conferences, hosted events, institutional and programmatic publications, GCSP-wide branding, media relations, web and social media content management, presentations, resource mobilization and fundraising actions, meetings and visits) as appropriate, including but not limited to:
- preparation (drafting, editing and proof-reading, designing and layout, key messaging, translating, updating and formatting) of substantive GCSP-wide internal and external communications materials and institutional templates (e.g. institutional brochures and reports) in different formats (including print, electronic, multimedia and social media),
- liaising and coordinating with colleagues,
- liaising and acting as point of contact for service providers (e.g. designers), partners (e.g. other institutions or organisations) and target groups (e.g. media contacts).
- Establishes and builds relevant networks and maintains relations with appropriate GCSP stakeholders within an agreed and pre-defined framework (such as the media, members of GCSP’s governance structure, military, government and diplomatic officials, civil society, current and potential funders), and projects a positive image of GCSP in liaising with external contacts.
- Supports GCSP-wide resource mobilisation efforts, including the identification of fundraising opportunities, the preparation (drafting) and submission of institutional, programme and project applications and proposals, donor stewardship and reporting.
- Participates in departmental planning in support of GCSP’s wider mission, strategic priorities and overall direction. Contributes to the development of comprehensive and realistic strategies and implementation plans for the achievement of departmental objectives and subsequent departmental assessments.
- Serves as back-up to colleagues within the Department fulfilling their duties and responsibilities as required and requested by the Head of Department.
- Supports the Department’s service orientation and GCSP-wide coordination and synergies.
- Undertakes other duties as required and requested by the Head of Department.
Performance Evaluation and Professional Development:
An External Relations Officer’s performance is evaluated annually against clearly defined criteria by his/her Head of Department, or by the Head of Department in conjunction with the team member assigned by the Head of Department to be the External Relations Officer’s line manager. The assessment of an External Relations Officer’s professional development needs and how they will be prioritised and met will be made in consultation by the Head of Department, their line manager (if applicable) and the individual.
Competencies:
Professionalism: Significant knowledge and understanding of functional work (such as webmaster experience) and demonstrated professional competency in exercising responsibilities in relation to the GCSP’s and the department’s objectives. Ability to identify issues, analyse and participate in the resolution of issues/problems. Ability to apply judgment in the context of assignments given, plan own work and manage conflicting priorities. Shows pride in work and in achievements; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.
Communication: Excellent interpersonal, oral and written communication skills. Demonstrated capacity to establish and maintain excellent relationships with internal and external stakeholders; proven negotiating, representational and diplomatic skills. Knowledge and demonstrated experience of managing and strategically using information and communication technologies such as the internet and social media. Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; editing and messaging skills; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
Planning & Organizing: Works towards pre-defined goals independently; identifies priority activities and assignments; adjusts priorities as required; well organised, allocates appropriate amount of time for completing work; foresees risks and allows for contingencies when planning; detail orientated, monitors and adjusts plans and actions as necessary; uses time efficiently.
Accountability: Takes ownership for his/her performance, delivers outputs for which he/she has responsibility within prescribed time, cost and quality standards; operates in compliance with organisational policies, regulations and procedures; supports colleagues, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings.
Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with decisions taken, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Innovation: Actively seeks to improve departmental services or activities; offers new and different options to achieve departmental objectives; takes an interest in new ideas and new ways of doing things.
Commitment to Continuous Learning: Keeps abreast of new developments in own field of thematic or functional expertise, especially of social media and new communications technologies; actively seeks to develop him/herself professionally and personally; contributes to the learning of colleagues; shows willingness to learn from others; seeks feedback to learn and improve.
Education:
An undergraduate university degree in an area such as public relations, communications, international relations, business or public administration or other related field. Relevant vocational qualifications will be considered in lieu of an undergraduate degree along side additional years of experience equivalence.
Experience:
A minimum of three to six years of relevant professional experience in external relations or communications in comparable institutional settings.
Languages:
Mother-tongue English and fluency in French is required. Knowledge of German or additional other languages will be advantageous.
Salary Range: CHF 70,000 to CHF 110,000 per annum
How to apply:
Recruitment Process:
Candidates fulfilling these requirements are invited to submit their applications (a cover letter and a CV) by e-mail tohuman.resources@gcsp.ch . Only shortlisted applicants will be contacted. The successful candidate will be expected to start as soon as possible.
Geneva Centre for Security Policy External Relations Officer
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