- FORUM SECRETARIAT APPLICANT INFORMATION PACKAGE POSITION : RESEARCH ASSISTANT COMMUNICATIONS & PUBLIC RELATIONS DATE OF ISSUE :
CONTENTS A. ABOUT THE PACIFIC ISLANDS FORUM SECRETARIAT B. JOB DESCRIPTION Position Identification The Leader s Vision Organisational Context Key Result Areas Work Complexity Functional Relationships and Relationship Skills Level of Delegation Person Specifications Change to Job Description C. REMUNERATION INFORMATION Contract Term Working hours Salary Superannuation Health/Life Insurance Annual Leave Sick Leave Tax Status Other Benefits D. ADMINISTRATIVE INFORMATION Closing date Mailing Address Website 2
A. PACIFIC ISLANDS FORUM SECRETARIAT The information offered in this package is for information only. It does not necessarily form part of the employment contract. The member states of the Pacific Islands Forum are Australia, Cook Islands, Federated States of Micronesia, Fiji, Kiribati, Nauru, New Zealand, Niue, Palau, Papua New Guinea, Republic of the Marshall Islands, Samoa, Solomon Islands, Tonga, Tuvalu and Vanuatu. The was established in 1972. The organisation currently employs 104 staff. The Forum Secretariat s mission is to honour and promote the Forum vision by providing quality policy advice, co-ordination and assistance in implementing Leaders decisions to Member countries with regard to the following four key goals identified by the Forum Leaders: Economic Growth Sustainable Development Good Governance and Security The Pacific Islands Forum Vision: Leaders believe that the Pacific region can, should and will be a region of peace, harmony, security and economic prosperity, so that all its people can lead free and worthwhile lives. We treasure the diversity of the Pacific and seek a future in which its cultures, traditions and religious beliefs are valued, honoured and developed. We see a Pacific region that is respected for the quality of its governance, the sustainable management of its resources, the full observance of democratic values, and for its defence and promotion of human rights. We seek partnerships with our neighbours and beyond to develop our knowledge, to improve our communications and to ensure a sustainable economic existence for all In delivering its mission, the Secretariat will strive for professional excellence while demonstrating personal leadership. It will be responsive to the needs of its stakeholders and will excel within a caring and innovative environment. 3
B. JOB DESCRIPTION Position Identification: Job Reference: Job Title: Work Unit: Responsible To: Responsible For: Job Purpose: Research Assistant (Communications & Public Relations) Communications & Public Relations Unit Communications & Public Relations Adviser nil This job exists to support to the Communications & Public Relations team with a focus on website content management, research and news drafting. Date: The Leaders Vision: Leaders believe the Pacific region can, should and will be a region of peace, harmony, security and economic prosperity, so that all of its people can lead free and worthwhile lives.we treasure the diversity of the Pacific and seek a future in which its cultures, traditions and religious beliefs are valued, honoured and developed. We seek a Pacific region that is respected for the quality of its governance, the sustainable management of its resources, the full observance of democratic values and for its defence and promotion of human rights. We seek partnerships with our neighbours and beyond to develop our knowledge, to improve our communications and to ensure a sustainable economic existence for all. The Pacific Plan Organisation Context: Deputy Secretary General Director Communications & Public Relations Adviser Adviser Adviser Project Officer Project Officer Research Assistant (Communications & Communications Officer Public Relations) Communications & Public Relations Unit 4
Key Result Areas: The job of Research Assistant (Communications & Public Relations) encompasses the following major functions or Key Result Areas: 1. Website maintenance and content management support 2. Social Media content support 3. Multimedia formatting and design support 4. Research and news drafting support 5. Publications and information material production support, including photography and videography The performance requirements of the Key Result Areas are broadly described below Jobholder is accountable for 1. Website maintenance and content management support On-going monitoring of website content and advice on possible content development; Drafting of website content in close consultation with Communications Officer and other Secretariat staff; Uploading approved website content, including photographs, programme information and news; Monitoring website activity and provision of analysis and related advice; Monitoring website platform for technical stability and useability. 2. Social media content support On-going monitoring of social media trends and provision of advice for appropriate Secretariat use of these platforms (Facebook, Twitter, YouTube, blogs); Updating of Facebook and Twitter accounts with primary aim of redirecting traffic to official content on the Forum Secretariat website; Support in drafting of website and social media policy. 3. Multimedia formatting and design support Formatting and design of PowerPoint presentations in line with Secretariat branding styles and standards; Formatting and design of Secretariat reports and other electronic information material in line with Secretariat branding styles and standards. Jobholder is successful when Quality website content developed and uploaded in a timely manner; Quality advice and analysis on website user activity provided monthly; Quality advice and analysis on website platform technical stability and useability provided monthly; Quality advice provided to increase traffic to the Forum Secretariat website. Quality and timely updates of social media accounts; Increased traffic to Secretariat social media profiles; Quality advice provided on appropriate social media use and initiatives actioned; Quality support provided in drafting of website and social media policy. Quality PowerPoint presentations, reports and other electronic material developed in line with Secretariat branding styles and standards, and in close consultation with relevant Secretariat staff. 5
Jobholder is accountable for 4. Publications and information material production support Support with procuring services for the production of Secretariat publications and information material (brochures, posters, signage etc.) in line with Secretariat policies and procedures; Ensuring publications and information material standards are in line with Secretariat branding and guidelines. 5. Research and news drafting support Research and analysis support to Communications and Media Officers on regional issues and input into related strategic communications initiatives and news development; Drafting of news content supported by strong research and analysis; Photography at Forum organised and newsworthy events as appropriate. Photography and videography at Forum events Jobholder is successful when Services successfully procured in line with Secretariat policies and procedures; Quality publications and information material produced. Sound understanding of regional issues and processes achieved; Application of regional issues understanding to news drafting and communications initiatives; Quality and relevant photographs taken to illustrate news and publications; Quality photographs and videos produced and archived on a robust and sustainable backup system Note The above performance requirements are provided as a guide only. The precise performance measures for this job will need further discussion between the jobholder and supervisor as part of the performance development process. Work Complexity: Most challenging duties typically undertaken: Website content management: - Requires multimedia technical skills to manage tailored website content management system - Requires keen attention to detail and appreciation of the importance of quality official public content - Requires ability to foster sound relationships with other staff members, and often other development partners, for awareness of programme activities and consequent development of website content - Requires ability to write simple yet informative content 6
Most challenging duties typically undertaken: Research and analysis of regional issues: - Requires strong research and analytical skills - Requires understanding of sources of appropriate information depending on research topic and information needs - Requires broad understanding of regional issues - Requires strong command of English and application to report-writing for communication of research findings News drafting - Requires strong command of English and application to news-style writing - Requires good working relationship with regional journalists and media practitioners - Requires sound understanding and appreciation for news values Functional Relationships and Relationship Skills: Key internal and/or external contacts External Member Government representatives CROP agency representatives Development partner representatives NGOs Media Consultants Internal Senior Management Secretariat staff Nature of the contact most typical Courtesy, giving/receiving information, analysing and assessing information, liaising, arranging, negotiating and facilitating Courtesy, collaborating, giving/receiving information, analysing and assessing information, and facilitating Level of Delegation: The jobholder: Does not manage any operational budgets Cannot authorise any costs Cannot sign standard letters on the Secretariat letterhead Person Specification: This section is designed to capture the expertise required for the role at the 100% fully effective level. (This does not necessarily reflect what the current jobholder has.) This may be a combination of knowledge/experience, qualifications or equivalent level of learning through experience or key skills, attributes or job specific competencies. 7
Qualifications Essential: Formal qualification in discipline relevant to Communications, Public Relations, Multimedia, International Relations or Journalism. Desirable: Degree in Communications, Public Relations, Multimedia, International Relations or Journalism. Knowledge/Experience Essential: At least 5 years of relevant work experience in the media, private sector or development, with a focus on website content management; At least 5 years of research and analytical work experience; Understanding of regional policy issues. Desirable: Relevant work experience at regional and/or international level in research and analytical experience; Project management experience. Key Skills/Attributes/Job Specific Competencies The following levels would typically be expected for the 100% fully effective level: Expert level Advanced level Working knowledge Awareness Ability to provide analytical comments; Aptitude for the provision of high quality service; Ability to deal with confidential information in a professional manner. A flexible approach and a willingness to assist with a variety of other tasks within the Secretariat. A work style that promotes the management and retention of organisational knowledge; A high level of interpersonal skills; Ability to set priorities successfully working with minimal supervision; Good oral and written communication skills; Good business etiquettes; Financial and computer knowledge; Ability to work in a diverse cultural/religious work environment; Ability to manage and resolve conflict and/or complaints. Ability to work well with the team and with other Secretariat staff; Understand the PIFS Policies and Procedures. 8
Key Behaviours All employees are measured against the following Key Behaviours as part of Performance Development: Commitment/ Personal Accountability Professional/Technical Expertise Teamwork Customer Focus Effective Communications and Relationships Leadership Coaching and Development Personal Attributes Medically and physically fit for duties The ability to communicate clearly Articulate Ability to sum the situation and make decisions quickly if required Ability to manage work systematically Excellent business etiquettes (communications skills both verbally and written) Excellent Customer services skills Resilience Versatility Team player Culturally sensitive Willingness to travel economy class Change to Job Description: From time to time it may be necessary to consider changes in the job description in response to the changing nature of our work environment including technological requirements or statutory changes. Such change may be initiated as necessary by your Director. This Job Description may also be reviewed as part of the preparation for performance planning for the annual performance cycle. C. REMUNERATION INFORMATION The Forum Secretariat is part of the participating CROP agencies that have agreed through their governing councils to standardise employment conditions. Outlined in this section are the conditions, benefits & entitlements that accrue to the position of Research Assistant (Public Affairs) and the principles these conditions are based on. Contract Term Principle: To ensure recruitment and retention of the best person for the position Practice: The successful candidate will be entitled to a contract term that is permanent subject to a satisfactory medical examination and performance during a six-month probation period. The permanent tenure is also subject to performance, funding, and the need for the position. 9
Working hours Principle: To ensure that the minimum legal standard is met. Practice: Normal working hours are 37 hours per week with the official office hours being: Monday Thursday: 8:30am 5:00pm Friday: 8:30am 4:30pm. Salary Principle: To ensure relative worth of similar positions across CROP agencies is maintained and consistent with the market, a sample of positions across participating CROP agencies are validated and sized to ensure equivalent salaries are paid for equivalent jobs. Salaries for all Secretariat positions that are advertised locally, are assessed annually and compared to organisations that pay staff at 10% above the upper quartile of the Fiji All Organisations market. Practice: This position is placed at Band 6 and the salary will be in the range of F$19,521 to F$29,281. The salary on appointment is expected to commence at the lower end of the range. Superannuation Principle: To provide the minimum legal requirement of the host country. Practice: This entitlement amounts to 8% of salary, paid to a nominated superannuation fund. For Fiji citizens this will be paid to the Fiji National Provident Fund. Health/Life Insurance Principle: To provide standard health insurance. Practical: Health insurance covering local medical consultation, pharmaceutical benefits and overseas medical treatment (subject to certain conditions) and term life insurance equivalent to three times the base salary is provided for staff. Annual Leave Principle: To provide for recuperation and recreation. Practice: The entitlement for annual leave is 18 working days per annum. Sick Leave Principle: To provide for leave for illness or accident. Practice: The allocation for sick leave is 21 days per annum. Tax Status Principle: To meet the minimum legal requirements as agreed through the Establishment Agreement between the organisation and the host government. Practice: Remuneration is taxable for Fiji nationals. 10
Other Benefits Other benefits include family leave, maternity leave and special leave at the Secretary General s discretion. D. ADMINISTRATIVE INFORMATION The closing date for applications is 26. Applications should contain full information on education and career background. Applicants must also provide the names, addresses (postal & e-mail), fax and telephone numbers of three employment referees. Applications should be addressed to The Secretary General, Pacific Islands Forum Secretariat, Private Mailbag, Suva, and can be submitted via email to jobs@forumsec.org.fj. General information on the is available at our Website: www.forumsec.org 11