Terms of Reference

AAA, Public relation officer

Title: AAA Public Relation Officer

Duty Station: Rammalh - Palestine

Project: Training of Newly Graduated Agronomist, ACS

Duration of Appointment: 31 May 2006

Expected Starting Date: 1st September 2005

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 volunteerism.

1. Background

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:

1) To establish and maintain co-ordination and communication within all AAA/PARC technical staff in West Bank and Gaza strip involved in the above mentioned felids.

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.

5) To 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 .

8) To identify with the AAA/PARC coordinators individuals and organizations to whom relevant information should be disseminated.

9) To 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

Administrative, secretarial, 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 Projects.

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.

 

Reporting Requirements: 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 timely fashion.

Working Language: Fluency in English and Arabic

Duty Station: Ramallah and Gaza

Duration: 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).

 

Salary: Based on the qualifications.

 

Transportation:

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. 

The public relation officer shall start the contract and other tasks might be added or demanded from him according to the needs of AAA/PARC.

 


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