Administration and Communication Officer
Contract Duration Internship period : 3 months
Duty Station Kigali, Rwanda
Goal To support the development and sustenance of a fully functional CCM as means of fostering effective public private partnership in accessing and overseeing utilisation of Global Fund resources
Objectives To assist in the coordination and provision of effective and timely administrative and communication support for all CCM-related activities.
Accountable to Permanent Secretary
Working Relationship Working with the Permanent Secretary and
Support the Grant oversight Specialist in reporting, news writing and publication, Website content management, media and partners
Provides administrative support to the Permanent Secretary and Grant Oversight Specialist in their interactions with CCM Committees, Partner institutions (national and international), the Global Fund Secretariat, Global Fund Local Fund Agent (LFA), Principal Recipients (PR), Technical Assistance, CCM members and alternates among others

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Tasks And Responsabilities
Functional Area: 1. Organization and functioning of CCM management and support structures
1. Develop and update a Secretariat Root Directory for the storage and retrieval of Secretariat documentation
2. Manage PS agenda of meetings, visits and all relevant tasks outside the office
3. Ensure all CCM related documentation is prepared, disseminated and archived (in root directory files) for ease of access and reference
4. Contact CCM members and alternates well in advance of meetings and secure confirmation of attendance for quorum and majority votes
5. Prepare and distribute CCM invitations, agenda, and meeting packets in accordance with deadlines.
6. Draft minutes of all scheduled CCM general, ad-hoc and technical committee meetings and ensure all modification to meeting minutes are recorded and archived
7. Disseminate all approved minutes to CCM Members and Partners
8. Provide logistical support for organisation of CCM meetings
9. Provide logistical and administrative support for reception of CCM visitors, Technical Assistance, Global Fund and Donor delegations
10. Provide logistical and administrative support for organization of CCM Oversight Committee members and alternates site visits and participation at CCM sponsored events
11. Manage and administer the CCM Secretariat Office
12. Provide administrative support to the CCM Secretariat staff in the performance of their duties.
13. Draft workshop, field mission and CCM Meetings reports
Functional Area 2: Communication and Public Relations
1. Create and develop, edit and promote communications materials through social media, press releases, speeches)
2. Organize media interviews when necessary
3. Maintain digital media archives (photos, videos)
4. Prepare and manage the organization’s budget regarding communication
5. Work closely with the Grant Oversight and the Permanent Secretary for good web content management
6. Collect, edit and post stories and news on the website
7. Update the CCM Website with approved stories
8. Plan specific, timely campaigns across all platforms in line with CCM events and
9. Promote content through social media campaigns

Core skills
Technical skills
• Creative self-starter who is comfortable with both taking initiative and working in collaboration in both physical and virtual environments.
• Detail oriented with strong written and verbal communication skills
• Experience with Social Media applications, basic photo-editing and video-editing software, and internet browsers.
• Experience with Experience in Computed based graphic design
• Familiarity and facility with mainstream social media platforms, including but not limited to Facqadebook, Twitter, you tube, Instagram and LinkedIn.
• Ability to work in a fast-paced, deadline-oriented environment and to efficiently manage multiple tasks and tough compliance requirements.
• Self-motivated without need for daily oversight
• Ability to maintain organized documentation and archives.
• Proven ability to communicate and interact with high level officials in the Government, NGOs and the Global Fund Partners
Writing Skills
• Good command of English and French
• Proofreading and editing skills.
• Ability to create, compose and edit written materials.

Key qualifications and experience
Qualifications
• Bachelor Degree in Business Administration, Communication and Public Relations or Computer Sciences
• Proficient in use of Microsoft Word, Excel, Power Point, Web Content Management and graphic design
• Experience in Email and Web-Content Management
• Photography and video editing

Application procedures
Interested candidates are required to submit their application file including a motivation letter and an updated CV to info@ccm.rw with copy to mtmichel2001@gmail.com (0788522812) or at CCM Rwanda Secretariat, Ministry of Health Building, Kicukiro, Sonatubes, 3rd Floor, WING B. Shortlisted applicants will sit for a written and oral test.
Submission deadline: Friday, 31st March 2023 at 17:00