The Ugandan Jobline

Job Title:  Information
Management and Documentation Coordinator

Organisation: CARE
International

Duty Station: Kampala,
Uganda

About US:

CARE (Cooperative
for Assistance and Relief Everywhere, formerly Cooperative for American
Remittances to Europe) is a major international humanitarian agency delivering
emergency relief and long-term international development projects. Founded in
1945, CARE is nonsectarian, impartial, and non-governmental. It is one of the
largest and oldest humanitarian aid organizations focused on fighting global
poverty.

Job Summary:  The Information Management and Documentation
Coordinator will provide overall program related management information and
documentation support to CARE Uganda program team, supporting information and
documentation of projects, events, media relations and projects, website
management and updates etc with the overall aim of maintaining safe access to
critical program documents and raising CARE Uganda’s profile and visibility.

Key Duties and Responsibilities: 

Key Program
Information Management: 35%

• Maintain the CO portfolio overview (summary of all grants with key
  results of the grants) and circulate on a quarterly basis;
• Maintain the CO geographic portfolio mapping that captures the
  geographic presence of each project;
• Ensure key program documents from all active grants are safely
  archived on available platforms (Village, Cloud, etc), including approved
  proposals, approved budgets, final submitted progress, narrative and
  financial reports, MEAL documents (approved Log Frame, approved MEAL
  plans, base lines, end lines, final evaluations, etc); All as per
  standardized filing nomenclature for projects and programs; Ensuring easy
  “retrievability” when needed;
• Ensure the Knowledge Management of project closure is implemented by
  collecting, reviewing, refining and archiving Past Performance Templates
  of closing projects;
• Maintains database of all CO Program related MOUs with relevant
  institutions, e.g with Alliances & networks, with line Ministries,
  with District Local Governments, and sends alert to relevant colleagues
  for timely renewals;
• Support the MEAL staff and works closely with them on annual Project
  Information Reporting (PIRRS);
• Update Country Office Capacity Statement at least every six months
  based on projects’ reports, PIRSS data, etc

Support the whole
country office portfolio documentation and visibility efforts: 35%

• Ensures all new and current staff are knowledgeable and well
  oriented in all relevant CARE Communications strategy (on brand, logos,
  etc), policies and tools (e.g. approval and vetting protocols, consent forms,
  etc);
• Manages the archiving of all communication materials (photos,
  stories, articles, videos, documentaries) with associated approvals and
  consent forms;
• Regularly goes out to the project activities to collect and write
  stories and supports project staff to write stories;
• Responsible for the quarterly CO newsletter from beginning to end of
  the process, collecting articles, stories, photos from colleagues and
  partners and continuously innovating to keep the newsletter relevant and
  informative;
• Supports documentation efforts of projects such as Project
  Information Sheets, summaries of results in forms of Info Graphics;
• Responsible for timely and quality preparation of Country Office
  Annual report, preparing / drafting content based on project results, based
  on PIRRS, ensuring the design is attractive and ready friendly, etc;
• Maintains the Country Office Website, ensuring it is regularly
  updated with latest materials, information new projects and events,
  checking posts / information and questions received through the website;
• Proposes promotional and visibility materials to be designed and
  procured by the CO (e.g.annual calendars, etc);
• Guides project staff on their promotional and visibility materials
  ensuring the CARE guidelines and policies are followed (along with donor
  visibility requirements)
• Coordinates the use of social media by the CO, on a regular basis
  and for specific events (twitter, facebook, etc as relevant);
• Participates in the planning, organization, roll out and reporting
  on key events such as 16 days against GBV, IWD, Refugee Day, etc and takes
  lead on all aspects of visibility, communication and potentially media
  engagement for these events;
• Supports the program team with media visits including submitting
  approvals for licenses and permissions from relevant authorities for
  journalists / photographers, sending them prior information as required,
  reviewing their materials, etc

Provides
secretarial and administrative support to Senior Program Team (Program Director
and Program Managers): 25%

• Provide secretarial support to the Programme Director and Program
  Managers e.g. by supporting the preparation of key program events (Design
  Workshops, Learning events, Advocacy events, Program Quality and Learning
  meetings etc), sending invitations, following up on participants, ensuring
  all materials needed for workshops are there, taking notes and preparing
  reports of events, keeping track of actions and decisions made at these
  events, etc

• Supports the senior Program to enter
  Purchase Requests in CARE’s online procurement system for above mentioned
  key program events and liaises with Procurement team on the same;
• Maintains the CO calendar updated with
  all key program events and activities and submits to Administration;
• Reviews newspapers on daily basis and shares
  key information with relevant staff (e.g. call for proposals, important
  events and news on topics relevant to CARE’s program)

Others: Any other duties as required (5%)

• Perform any other duties assigned by CD, PD, Sector Managers, and
  Project Managers.

Qualifications, Skills and Experience: 

• The ideal candidate for the CARE International Information
  Management and Documentation Coordinator job placement must hold a
  Bachelor’s degree (or equivalent) in Communication and Information
  Management studies from a reputable institute.
• At least three years of working experience in a similar position,
  preferably with an international organization or any other reputable
  organization.
• Very good knowledge of Information Communication Technology and
  social media;
• Very good writing skills and proven experience writing newsletters,
  briefs, human interest stories, etc;
• Very good computer skills in word-processing, publishing,
  spreadsheets;
• Experience in and basic knowledge of photography and videography is
  a plus;
• Website management knowledge is a plus;
• Committed to CARE’s mission and vision and values, and particularly
  to Gender Equity and
• Excellent interpersonal and public relation skills.
• Dynamic, creative, inquisitive and innovative individual with a
  passion for women and girls’ rights and a desire to capture how CARE’s
  work impacts them!

How to Apply:

Candidates who are
interested in the above jobs should submit an updated CV and Application letter
giving a day time telephone contact and names, telephone contacts and email
addresses of 3 (three) work related referees only through our recruitment
email: ugarecruitment@care.org clearly indicating the job title in the email
subject.

NB: Please note that
when you are successful for the above position, CARE will need Verified copies
of your academic documents.

Deadline: 24^th May 2019

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