Knowledge Management and Internal Communications Specialist (internationally recruited)

ORGANIZATIONAL SETTING AND THE POSITION

The Department of Strategic Communications plans, develops, and implements strategies and activities to position IDLO as a key player on rule of law and access to justice, build partnerships and promote, protect and enhance IDLO’s ‘brand’.

It ensures best practices in designing and producing high quality communications and multimedia tools to increase awareness about IDLO’s work and raise the profile of the Organization. It collaborates closely with teams responsible for Government Relations and Strategic Partnerships to ensure IDLO’s achievements are properly communicated, using and creating and cutting-edge tools and approaches. It collaborates with other entities in IDLO, including the UN Liaison Offices, the Department of Research and Learning, Government Relations Unit, and the Office of the Director-General, to promote IDLO’s policy advocacy priorities with the UN, governments and other stakeholders. It supports IDLO’s program and program development teams and field offices to ensure that communications and outreach activities are integrated in IDLO’s activities around the world.

Under the supervision of, and working in close collaboration with, the Director of Strategic Communications, the Knowledge Management and Internal Communications Specialist will be responsible for the knowledge management and internal communications functions at IDLO. S/he will work closely with internal stakeholders using internal communications tools and techniques across departments and offices to optimize learning and use knowledge more effectively for program development and delivery, and policy development. S/he will also oversee the setup and maintenance of IDLO Communities of Practice in close collaboration with the Department of Research and Learning, the Department of Programs, and the Department of Program Development. For internal communications and the maintenance of the Intranet, s/he will work closely with the Department of Human Resources and Offices Services and the Department of Finance and Support Services, particularly the Information and Communications Technology Team.

In particular, the incumbent will be responsible for, but not necessarily limited to, the following duties: 

1.      Knowledge Management

• Promote awareness and establish IDLO’s intranet as an effective knowledge management and collaboration platform;
• Enhance institutional knowledge management and optimize learning by continually improving processes and introducing new tools and techniques;
• Establish a key performance indicator baseline for reporting knowledge management achievements through the use of quantitative (intranet and content metrics), as well as qualitative measures; and
• Operationalize and continuously improve processes and guidelines for intranet content management, for all the content lifecycle stages – create, publish, maintain and archive;
• Manage the taxonomy framework of IDLO’s intranet, which includes elements like file naming, metatags, keywords, and a classification system;
• Work with intranet end-users to understand their needs and gather feedback on improvement ideas, problems faced and usability;
• Train content managers and end-users on effective use of IDLO’s intranet;
• Respond to end-user queries on where to find the right content;
• Promote awareness and help increase adoption of IDLO’s learning and knowledge management repositories and tools; and
• Monitor intranet site usage and content metrics.

2.      Internal Communications

• Develop, lead and support the implementation of IDLO’s internal communications plan;
• Implement and oversee internal communication campaigns and change management initiatives;
• Manage the roll-out and use of an enterprise social collaboration platform that will complement the IDLO Intranet;
• Maintain and train IDLO staff on the use of an enterprise collaboration platform software to help build a culture of two-way internal communication and horizontal learning;
• Draft and edit written materials and produce content as needed for internal communications; and
• Continually evaluate the success of internal communication through the use of quantitative and qualitative metrics based on a set baseline.

3.     Communities of Practice

• Help establish effective Communities of Practice or other learning modalities focused on systematic knowledge sharing, cross-fertilization of ideas, and horizontal learning;
• Set up and maintain the communications platform (e.g. IDLO intranet, the enterprise social collaboration platform or others) for managing Communities of Practice and other learning modalities;
• Collaborate with the Department of Research and Learning, the Department of Programs and the Department of Program Development in moderating the Communities of Practice; and
• Track and report on the success of Communities of Practice and learning modalities through quantitative and qualitative metrics based on a set baseline.

IDEAL CANDIDATE PROFILE

Education and professional experience

• Minimum of a graduate degree in Knowledge Management, Information Sciences, or a related field is required;
• Minimum 6 years of experience and demonstrated technical competence in knowledge management, at an international public service organization and /or international non-governmental organization;
• Experience in using project management and change management tools and methodologies;
• Experience in using process excellence tools and methodologies;
• Experience in developing and/or leading a knowledge management program across geographies, including content management strategies and taxonomy frameworks.

Language

• Full proficiency in both written and spoken English is required.
• Working knowledge of another official language (Italian, French, Spanish or Arabic) is desirable.

Specific Knowledge / Skills / Competencies

• Excellent writing skills
• Strong graphic design skills
• Proficiency in Microsoft SharePoint. the use of an Enterprise Collaboration Platform, and Microsoft Office 365 Suite;
• Proven creative energy, and a respected team player;
• Ability to work across organizations with various departments and field offices;
• Flexible, with the ability to manage multiple projects with minimal supervision;
• Works well with others, share information, contributes, encourages and motivates others to become involved in team activities; and
• Excellent time management skills, and capable of working under pressure and handling stress;
• Keen sense of ethics, integrity and commitment to IDLO's mandate.

TERMS AND CONDITIONS

For this internationally recruited professional position, IDLO shall offer the selected candidate an affiliate contract for 12 months, with possibility of extension subject to performance and availability of funding.  

IDLO shall offer a yearly basic salary of Euro 50,000- commensurate with experience and qualifications, and a benefits package including provident fund contribution, medical insurance, leave entitlements including home leave in accordance with IDLO Employee Regulations and Rules. Relocation and installation support are also available for internationally recruited employees.

Salaries and benefits paid by IDLO to employees are exempt from taxation in Italy.  IDLO employees are responsible for compliance with income tax laws of their country of nationality or residence and/or of any other relevant fiscal jurisdiction.

In the interest of making most effective use of resources, only the short-listed candidates will be contacted during the selection process.

DISCLAIMER 

The above statements are intended to describe the general nature and level of the work being performed by the employee assigned to this work. This is not an exhaustive list of all duties and responsibilities. 

The Director-General of IDLO reserves the right to amend and change responsibilities or even to cancel the recruitment to meet business and organizational needs as necessary.