Regional Administration and Communications Junior Officer

Key areas for impact/influence and responsibilities

These outline the broad areas of responsibility in the role, but in collaboration with your colleagues you will be able to shape and design specific activities that are relevant at any point in time. We want you to work creatively to deliver impact and respond to relevant opportunities.

With your colleagues you will develop your team workplan to drive initiatives, develop ideas, as well ensure there is space for cross organisational working and short-term tasks. From this you will devise your individual workplan that will form the basis of your day-to-day activities and your performance reviews.

As Regional Administrative and Communications Junior Officer will assist the LAC regional representative in tasks delegated to ensure the fulfilment of the business plan in the region, among them are:

Communications tasks:

• Support to campaigning and advocacy activities
• Information and communication support with the members and partners across the region.
• Outward communication beyond the region to the rest of the HelpAge network.
• Collect case studies, materials and required information from network members, partners and programmes in the Region for use by the Global Communications team; in particular sourcing and providing communications requirements for the Sponsor a Grandparent and similar programmes.
• Maintain and update regional social media channels, as well as the dedicated global HelpAge homepage for LAC.
• Develop monthly digital newsletters and another comms content.
• Support translations in meetings with HQ and members, or support translations of materials, review translation made by others.

Strengthen the network of members.

• Maintain smooth communication with the members of the region.
• Identify and socialize content of interest for them.
• Promote the work of the members through our social media channels.
• Provide support in activities developed with, for and by them.
• Identify potential organization that can become members.
• Prepare and translate applications packets to become a member.

Administrative tasks:

• Drafting contracts and service orders, and support and follow payments procedures.

• HR arrangements and administrative assistance as required for a cluster of staff.

• Support with ensuring compliance with legal requirements for a HelpAge entity (if present in location) – including annual and other reporting, legal registration. Keep the Head of Operations informed of ongoing compliance.

• Support the Regional Representative with logistics, operational and technical activities including events, workshops, meetings, seminars, travels etc. which may require accommodation, hotel bookings, transportation, ensuring different services.

• Support basic IT and communications hardware provision.

• Any other suitable administrative activities as required by LAC the regional representative.

• Focal point for security in Colombia along side the Humanitarian Focal Point for the region.

  You will be someone with:

• Degree in communications or areas related.

• Ability to manage websites as well as social media channels.

• Willing to deliver administrative and logistic tasks.

• Willing to support international staff, organising events and carrying out arrangements for workshops and conferences.

• Familiarity with Microsoft package – Word, Excel, Outlook, Sharepoint

• Ability to gather communications information from different countries and share this with others

• Fluent written and spoken Spanish and English

• Excellent skills in designing a wide range of organisational communication products

• Desirable one to two years of experience