| Overview : Background: The Representation Office in Tokyo plays a critical role in UNDP’s relations with Japan. UNDP and Japan have developed an important partnership over the past years, involving the Japanese Government, civil society, the private sector, the academic community and other organizations. UNDP-Japan cooperation covers policy dialogue, exchange of views/information and cooperation at the field-level, co-financing of project, joint conferences and seminars, joint publicity activities and others. To enable UNDP to position itself strategically vis-à-vis the full range of Japanese partners and advocate the 2030 Agenda/Sustainable Development Goals (SDGs) by promoting engagement of a wide range of stakeholders in the global effort to achieve the goals, public relations are key functions of UNDP Representation Office in Tokyo. In this context, the Public Affairs consultant is expected to ensure effective and efficient support to public relations and communications activities. He or she will work under the overall supervision by the Public Affairs Specialist. The consultant works in collaboration with other stakeholders, PR teams in UNDP HQ and UN organizations. Specific Duties and Responsibilities: Specific Duties and Responsibilities: Under the overall supervision of Deputy Director, UNDP Tokyo, and the day-to-day supervision of Public Affairs Specialist, the consultant is expected to perform the following duties: - Supports the implementation of office public relations and partnership strategies focusing on achievement of the following results:
- Logistical and administrative support to the organization of publicity /outreach for the office programme, knowledge-sharing events, media workshops, press briefings, report launches and promotional opportunities, especially UN events.
- Dissemination of information and publications; assistance at public events such as roundtable discussion, press conference, briefing sessions, interviews.
- Maintenance of information database and photo library.
- Extraction of data from various sources.
- Preparation of draft documents, minutes or any briefing materials.
- Research and retrieval of statistical data from internal and external sources.
- Arrangement of briefings and regular meetings with other UN agencies and with national and international media.
- Logistical support to campaigns by UN/UNDP, such as Social Good Summit and Tokyo International Conference for African Development (TICAD).
- Liaison with external stakeholders including media on communications matter as necessary.
- Translation of UNDP documents including press release, media advisory, fast facts and any report as necessary.
- Supervision of part-time assistant and interns of the PR unit as required.
- Coordination of activities of Goodwill Ambassador.
- Support to the office activities on advocacy, lobbying on key on-going issues in development and priority programme of UNDP, such as Sustainable Development Goals (SDGs).
- Cooperation to communication initiatives by Communication Group in Bureau of External Relation and Advocacy (BERA, UNDP HQ).
- Ensures implementation of the office publications policy focusing on the achievement of the following results.
- Suggestions, inputs, content development, coordination of production and dissemination of press releases, publications, articles, newsletters and sharing of office knowledge and successes.
- Review of translations, contacts with printers, and other suppliers to ensure production.
- Management of inventory of publications.
- Support to publication of Human Development Report (HDR), UNDP Annual Report and diverse brochures.
3) Ensures maintenance of websites, social media accounts, data bases and knowledge management systems focusing on achievement of the following results: - Collection of information, preparation of content for the web sites.
- Updated and high quality office web sites and social media accounts, i.e., Twitter, Facebook, Flickr and YouTube in line with corporate branding requirements.
- Preparation of the content for the web sites and social media accounts ensuring consistency of the materials.
- Maintenance of other web sites, social media accounts and databases as assigned.
4) Ensures extensive outreach to national and local stakeholders focusing on achievement of the following results: - Support to development and maintenance of partnership with media and public supporters for UNDP, e.g., key private companies, civil society organizations, academia and student groups.
- Arrangement of public lectures with diverse partners.
- Preparation of briefing materials for public lectures and presentations.
5) Ensures facilitation of knowledge building and management focusing on achievement of the following results. - Identification, documenting and drafting of best practices and lessons learned.
- Participation in training for the office staff on effective communications and advocacy.
Required Qualifications and Experience: Competencies § Innovation - Ability to make new and useful ideas work § Leadership - Ability to persuade others to follow § People Management - Ability to improve performance and satisfaction § Communication - Ability to listen, adapt, persuade and transform § Delivery - Ability to get things done § Public Relations - Ability to manage the spread of information between the UNDP and the public § Media Relations - Ability to form and maintain meaningful working relationships with various members of the media § Marketing - Ability to communicate the value of a product or service § Brand & Quality Management - Ability to position a UNDP brand and uphold it to a high level of quality § Multimedia writing/editing - Originating and/or editing written content for media and the general public to be disseminated through press or other online outlets § Social Media - Ability to represent and promote the UNDP brand in virtual communities and networks Education Work Experience - 2 years of relevant experience in communications, public relations, partnership development and administration. Experience in providing communication packages to promote the activities of international development organization is an asset.
- Experience in the usage of computers and office software packages, social media, etc
Language - Fluency in English and Japanese.
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