Job announcement
1 Full-Time Communication and Office Management Officer
Community Based Sociotherapy (CBS Rwanda)
Starting date: November 2023
Locations: The CBS Head Office (Based at Kigali)
Introduction
The organization Center for Community Based Sociotherapy Rwanda (CBS Rwanda) was established to contribute to the psychosocial well-being of people affected by the Genocide against the Tutsi and to strengthen interpersonal reconciliation and social cohesion at the grass-roots level.
The community-based sociotherapy approach uses the group as a therapeutic medium in the establishment of trust, the creation of an open environment for discussion and the formation of peer-support structures. The socio-groups facilitate community members to identify, acknowledge, share, and manage together their everyday psychosocial problems related to the recent history of political violence and its aftermath.
Under the support of the Royal Embassy of the Kingdom of the Netherlands in Rwanda and in collaboration with Institute for Community Based Sociotherapy (ICBS), CBS Rwanda will be implementing a three-year project “CONNECT”: Connecting for Peace: A scale-up of Community-Based Sociotherapy as an Integrated MHPSS and Peacebuilding Approach in the Great Lakes Region. CBS is implementing the project in Rwanda.
CBS Rwanda is looking for a full-time staff in charge of Communication and Office Management who will form an integral part of the CBS team. The staff will be responsible for internal and external communications and management of social media of CBS Rwanda. S/he will also be responsible of daily office management. The staff will report directly to the finance and administration manager. He/she will also work closely with the executive director, head of programs, senior researcher and district officers.
Basic responsibilities of Communication
- Develop effective corporate communication strategies;
- Coordinate the management of internal and external communications (memos, newsletters etc.);
- Design and regularly update the website;
- Review and/or develop content for mass media or organization website;
- Coordinate initiatives and planning of events or press conferences;
- Liaise with media and handle requests for interviews, statements etc;
- Collaborate with stakeholder professionals to produce copy for advertisements or articles;
- Coordinate the communication of strategies or horizontal and vertical messages to/from senior leadership;
- Establish positive associations with the public and mass media on behalf of the organization;
- Review press releases that contain important updates about the organization to print and broadcast media outlets;
- Organize events at which the organization can meet with the public to increase product awareness or knowledge of their services or recent developments;
- Propose and manage advertising on behalf of the organization;
- To control information output, to handle incoming requests for information from media outlets and website;
- To promote cooperative relationships between the organization and those who use its services;
- Oversee the design and editorial content of the sociotherapy website and social media on a weekly basis;
- Develop and edit articles to be published on the website and mass media;
- Design and produce effective materials about the Community Based Sociotherapy programs (e.g., brochures, booklets, and posters);
- Coordinate the organization of conferences and other events;
- Proactively identify media opportunities and implement media events;
- To promote a positive public image and control the dissemination of information on behalf of CBS Rwanda;
- To perform “damage control” in cases of bad publication;
- Facilitate the resolution of disputes with the public or external stakeholders;
- Organize and prioritize emails, phone calls, and other correspondence;
Basic responsibilities of Office Management
- Perform general clerical duties including computer data entry, update files and archives and operate office equipment;
- Handle schedule, track staff and maintain staff calendars for internal and external meetings;
- Coordinate travel arrangements and prepare expense reports for the Executive Secretariat;
- Preparing of minutes of staff meetings;
- Manage list of staff members, contact information and related documentation;
- Compose letters and other correspondence on behalf of the senior management;
- Manage the petty cash at Head Office;
- Be responsible for inventory and order office supplies in coordination with local field offices and accountant;
- Plan and manage logistics of internal and external meetings;
- Be secretary during internal meetings with staff members;
- Contribute to the development of the procurement plan and its implementation;
- Review vendor invoices for accuracy and completeness to ensure compliance before making payment/reimbursement. Do this in accordance with internal financial policies and in collaboration with Finance and Administration Manager;
- Comply with internal regulations; those are the code of conduct and the manual of procedures.
- Welcome visitors and direct them to appropriate staff members;
- Translation of documents from Kinyarwanda to English and English to Kinyarwanda;
- Perform any other related duty as required by the Executive Secretariat members;
Profile candidate
Essential skills and qualifications
- A MA degree in Communications, Journalism, English language, Communication management, public or business administration or related fields;
- A bachelor’s degree in communication, Journalists, English language, or related fields with experience of 5 years and special skills in communication;
- Experience in web design and content production;
- Experience in copywriting and editing;
- Solid understanding of project management principles;
- High level of proficiency and extensive knowledge of MS Office, Microsoft Word, Excel and PowerPoint, photo and video-editing software is an asset;
- Excellent writing and verbal communications skills;
- Commitment to the goals and principles of the community-based sociotherapy;
- High level of interpersonal skills and ability to handle sensitive and confidential matters with discretion and responsibility;
- Ability to assess and manage multiple competing priorities and work well under pressure;
- Excellent time management and a strong problem solver;
- Ability to work independently to manage a diverse range of tasks, while at the same time work collaboratively and communicatively as part of a team;
- Strong attention to detail and extraordinary organizational skills;
- Fluent in Kinyarwanda and English, both verbal and written. The knowledge of French will be an added value;
- Having basic knowledge in human resource and logistics.
Desirable skills and qualifications
- Previous experience working with a non-profit organization;
- To have some experience in project management;
- To have knowledge in human resource management;
- To have basic knowledge in IT;
- To have knowledge in procurement.
Terms of employment
This is a full-time position. The Communication and Office Management Officer is based in Kigali, but the position involves regular field-visits to collect communication related material. The staff to be recruited should be qualified, dynamic, and highly motivated, having high moral character and professional integrity to fill the position. He/she will start the position in November 2023.
How to apply
To apply for this position, please send your motivation letter, CV, academic documents, and two references to: info@cbsrwanda.org not later than the 30 September 2023. Job interviews will be communicated after pre-selection. Hard copy academic documents will be required after succeeding oral and written test. For more information about CBS Rwanda, you can consult the following website: www.cbsrwanda.org. For direct information, you can call the Executive Director (0788 483 210) or the Head of Programs (0787 493 187).
The letter should be addressed to the Executive Director of CBS Rwanda.
Done at Kigali on 29/08/2023.
The management of Community Based Sociotherapy Rwanda
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