Consultant - Information Management Officer

World Food Programme, Rome, Italy

Skill Required:, Media and Communication
Preferred Experience: 
5 years
Closing Date for Applications: 
5th December, 2018


Job Description

Background:

WFP as the lead agency of the Logistics Cluster maintains a Global Logistics Cluster (GLC) based in the Supply Chain Division of WFP HQ in Rome. It is comprised of a diverse, multi-skilled group of logisticians and is mandated by the Inter-Agency Standing Committee to complement and co-ordinate the logistics capabilities of co-operating humanitarian agencies during large-scale complex emergencies and natural disasters.

Objective:

Implement the Global Logistics Cluster Work-plan, specifically tasks sharing of operational logistics information, reporting & accountability. Additionally to ensure that Logistics Cluster operations at field level meet the expectations of partners and donors for logistics support through coordination, information management, and service provision.

Reporting Line: The Information Management Officer reports to the Head of Information Management.

Responsibilities:

  • Leading the reporting responsibilities of GLC, in order to maintain the highest degree of transparency and accountability to the stakeholders.
  • Act as a focal point for collecting and analyzing and disseminating logistics information received from field operations, in close coordination with Information Management personnel in the GLC. Including liaising with Logistics Cluster participants, other cluster members, and national counterparts, ensuring that challenges and concerns relating to the logistics operation are represented.
  • Monitor the implementation of the Logistics Cluster three-year Strategy for 2016-2018.
  • Work on projects prioritized in the GLC work-plan to facilitate and support the continued development of the Logistics Cluster.
  • Draft Funding Proposals for Emergency Operations, including Advanced Financing proposals, CERF, ECHO, DFID & others.
  • Contribute to the drafting of Consolidated and Flash Appeals for Logistics Cluster, ETC and Aviation Operations.
  • Prepare briefing materials for donors and GLC partner organizations as requested; input on new projects to improve communications, information sharing, and coordination between Logistics Cluster participants; and reports to internal or external stakeholders concerning specific GLC activities and projects and/or particular Logistics Cluster operations.
  • Establish and maintain internal and external information sharing mechanisms and systems; documentation formats, assessment formats, central file store, operations archive, reporting systems. And, develop and draft appropriate guidelines and procedures to ensure consistent use of new IM tools.
  • Ensure that accurate, consistent information concerning all Global Logistics Cluster operations is made available via the Logistics Cluster website, through focused communications materials, and in standardized and/or ad-hoc reports upon request from partners and WFP management.
  • Act as the Secretariat for the Logistics Cluster Strategic Advisory Group.
  • Recognize and assess the sensitivity of information obtained; Respect the confidential nature of sources of information where relevant.
  • Ensure all publications are in line with GLC standards and templates.
  • Contribute to the development of GLC IM training modules and deliver training as required.
  • Take part of the LET Communications Council by representing the Logistics Cluster in this forum.

Guidance

  • Strengthen Information Management practices and communications for an informed decision-making in WFP Supply Chain.
  • Provide guidance in the development of new IM products and support the improvement of existing ones.
  • Act as a focal point in Information Management Inter-Agency / Inter-Cluster groups and advise on the implementation of relevant decisions.
  • Together with the GLC Lessons Learned focal point; support emergency response operations with the review of lessons learned mission reports and monitor the implementation of suggested corrective actions.

Field support

  • Coaches, mentors, trains and otherwise support Field Logistics Cluster Information Management Officers in the fulfillment of their duties and in their professional development, ensuring, inter alia, that staff have an up to date understanding of the cluster approach, tools and mandate, undertake field missions and training when required.
  • Keep Logistics Cluster Information Management Officers informed of all communication/information management tools and systems made available by the GLC.
  • Ensure that the Field Logistics Cluster Officers are implementing cluster activities as per the Logistics Cluster mandate.
  • Together with the relevant desk officer, prepare Concept of Operations, Standard Operating Procedures (SOPs), Special Operations Narrative & Budgets, and CERF/Flash Appeal inputs, ensuring they are regularly revised/updated as required.
  • Edit documents and provide constructive feedback to Logistics Cluster field personnel who produce Logistics Cluster products/reports.

Surge Capacity

  • Deploy as a Logistics Cluster Field IM Officer as gap filling and complete all duties specified in the Field IM Officer ToR.
  • Deploy to emergencies as first surge and set up the Information Management structure for the response.
  • Take the lead for drafting of Funding Proposals, including, Flash Appeal, CERF, ECHO, DFID & others.
  • Contribute to the Humanitarian Needs Assessment, Humanitarian Response Plan and other interagency key documents.
  • Ensure the publication of accurate, consistent information concerning Logistics Cluster operations through focused communications materials, and in standardized and/or ad-hoc reports upon request from partners and WFP management.
  • Gather information on the overall logistics situation in crisis areas, including comprehensive data on logistics procedures and bottlenecks from the various Logistics Cluster participants and national authorities and support emergency response operations with the drafting of lessons learned mission reports, as required.
  • Liaise with Logistics Cluster participants, other cluster members, and national counterparts to gather information for the production of IM products, ensuring that challenges and concerns relating to the logistics operation are represented.
  • Establish and maintain internal and external information sharing mechanisms and systems; assessment formats, central file store, operations archive, reporting systems.
  • Attend relevant meetings; represent the Logistics Cluster when requested.
  • Ensure all publications are in line with GLC standards and templates.
  • Perform other duties as required.

Recruitment Qualifications:

Education: University degree in economics, social sciences, international relations, communications, journalism or related field; or the equivalent combination of education and experience.

Work Experience:

  • Four to six years of professional experience in an international context including: responsibility in information management, communications and/or reporting roles; experience with reporting/tracking systems; working in an emergency response. Previous experience in emergencies is important.
  • Experience using Microsoft Excel, and sound knowledge of Microsoft Windows, MS Word, MS PowerPoint and other related software. Experience with tools like PowerBi or Tableau as well as knowledge of HTML/CMS is a significant advantage.

Languages: Fluency in both English and French spoken and written language is required.

Key skills:

  • Ability to meet deadlines and work under pressure as part of a team; good communication skills; excellent written and analytical skills. Working knowledge of logistics operations and systems and experience working with the humanitarian reform/cluster concept is an advantage.
  • Willingness to work in challenging environments/field locations

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