Terms of Reference
Public relation officer
Title: AAA Public Relation Officer
Duty Station: Rammalh - Palestine
Project: Training of Newly Graduated
Duration of Appointment: 31 May 2006
Expected Starting Date: 1st
This post is an AAA Volunteer assignment
in the AAA. The duties associated with this post will be carried out within a
framework of voluntary commitment and engagement, which are the foundations of
The Public relation officer will provide
administrative support to the AAA (Arab Agronomist Association) by follow up
many Projects activities in Palestine. The Public relation officer will carry
out personnel, logistical and administrative tasks related to the day-to-day
operations of the IMIS, Training of Newly Graduated Agronomist, ACS and BB
projects to support AAA in overall project management and Administration.
The Public relation officer will work
under the direct supervision of the AAA Director. To function effectively, it is
essential that the Public relation officer maintain close working relations with
the other staff of the PARC office.
2. Duties & Responsibilities
1. Personnel-related matters:
a) Coordinate with PARC maintain
personnel files of all AAA and staff in the projects, ensuring that all relevant
documents are properly kept and that matters requiring action are brought to the
attention of the AAA director.
b) Receives, organizes, and processes
travel and other claims for AAA staff.
2. Logistical Support:
establish and maintain co-ordination and communication within all AAA/PARC
technical staff in West Bank and Gaza strip involved in the above mentioned
2) To prepare
and establish a mode of communication for Information flow ,feed back ,reports
MIS for the projects implemented (e.g. face-to-face periodical meetings,
teleconference calls, field visits ,presentations for delegations ,monitoring of
AAA/PARC applied demonstrations stations etc.) information to AAA/PARC
regional staff members.
3) To help
the major members in the AAA/PARC staff meetings; with the main purpose to
facilitate the flow of information from the field to the management and fund
ores and vice versa.
4) To prepare
the agenda & minutes of AAA/PARC meetings (following a standard format), to
distribute promptly to all members and to forward them to the Management.
establish a data base for all correspondence related to the organization of AAA/PARC
meetings and field activities.
6) To follow
up as appropriate on all decisions taken by the management of AAA/PARC.
7) To be the
focal point for preparing projects progress reports, preparation of projects
proposals & pre-proposals & concept papers and preparation for meetings
(according to a standard format), taking input from other members .
identify with the AAA/PARC coordinators individuals and organizations to whom
relevant information should be disseminated.
represent AAA/PARC in regional and International technical networks.
10) Works with AAA public relation
officer to maintains and update project budget; monitors project expenditures
and regularly informs the AAA director of the status of the projects budget.
11) Receives, tracks, and processes
financial transactions including payment of monthly office expenses, etc.
12) Provide translation services (Arabic
– English – Arabic) to the projects documents, meetings and events.
3. Other Responsibilities:
a) Assist the Projects Coordinators and
the AAA Office in Ramallah with all day to day
bookkeeping, personnel and office management tasks
b) Drafts, types and sends
correspondence, including memoranda and email.
c) Receives messages and processes
correspondence, and sets appointments for meetings.
d) Receives visitors and provides timely
information to queries.
e) Maintains general office files in an
orderly manner, and keeps information and reference materials that are easily
accessed and retrieved.
f) Performs other tasks as may be
assigned by the AAA director related to the day-to-day operations of the
3. Qualifications Required
1) Education: University degree
preferably with special training on office management.
2) Work Experience: At least three years
experience in working in a similar position in an
NGO/private Sector Company.
3) Language Skills: Proven proficiency
in English. Knowledge of French and Italian languages is an advantage.
4) Other important skills: Proven skills
in office management including computer skills with email use and Microsoft
Office products (Word, Excel spreadsheets) in both English.
5) Personal characteristics: Hardworking
and takes initiative, open and willing to learn new things, efficient and
systematic, honest, personable and has a good sense of humour. Knowledge of
conditions, resources, and contacts in the Palestine.
Ensure timely submission of all the activity inputs into
a consolidated report. Prepare other reports as
necessary. These reports will be submitted to the Programme Coordinator in a
Fluency in English and Arabic
Ramallah and Gaza
1 year from 1st of September – 30 August 2006, Experimental
period for both, three months from signing the contract (1st of
September – 31 December 2005).
Based on the qualifications.
Transportation is paid from place of work to the work only not from the house
according to local transportation tariff, if there is a car the payment will be
according to kilo metrage.
relation officer shall start the contract and other tasks might be added or
demanded from him according to the needs of AAA/PARC.