1.) Under the overall supervision of the External Relations Officer of the UNHCR Rwanda Operation, the Assistant Reporting Officer will be collecting relevant information from colleagues within the same office, at HQ and in the field, on matter of non-routine significance in order to prepare documents for the supervisor and manage the flow of information and communications. This includes:
i. Prioritizing and highlighting issues that need addressing by the supervisor and in proposing actions; analyse supporting documentation and summarize most relevant points for the supervisor; contribute to ensuring that appropriate action is taken by responsible section on matters brought to the attention of the supervisor.
ii. Assist in following-up on policies and instructions presented by the supervisor. Keep the supervisor aware of developments in UNHCR’s major world-wide operations and of policy issues related directly to UNHCR or to humanitarian issues under the broader UN system.
iii. Assist the supervisor in the preparation of statements that represent UNHCR’s overall policies and which highlight specific areas of concern. Propose and draft substantive correspondence for the supervisor.
iv. Accompany the External Relations Officer to meetings and on missions in order to prepare notes on the discussions, ensure follow-up in matters raised, and support the supervisor with any relevant input.
2) Creating accurate and timely information to promote UNHCR action for refugees, contribute to good decision making, and help for fund raising. This includes:
i. Assist the office in consolidating and analysing data on programme implementation and indicators in order to facilitate the preparation of periodic reports, i.e. Sitreps, activity-specific reports as may be required;
ii. Prepare the co-ordination meetings and distribute minutes that are held periodically in the country of assignment;
iii. Prepare material and information for donor briefings,
iv. Build on communication strategies for outreach efforts internally and externally.
v. Prepare documentation with the most updated information for high-level visitors so that they receive background information as necessary, and that protocol is respected.
vi. Facilitate field trips to refugee camps and events for high-level supporters including for government officials, UN Special Envoys of the Secretary-General, ambassadors, donors, celebrities and other high level supporters. Events include high-level fundraisers and the annual World Refugee Day.
vii. Engage with both local and international media outlets to inform of UNHCR’s achievements and challenges to appeal to a wide audience of donors. Liaise closely with HQ to work on approve PI lines and ensure their proper dissemination. Review media scans to follow on issues and rectify errors.
vii. Draft press reports, booklets, etc.