[newdevjobsindo] vacant position : Consultant for Communication Standard Operating Procedures (SOP).

Desember 27, 2023   Comment  

1. Background 

Yayasan Rumah Energi (Rumah Energi) was established in 2012 in the social and humanitarian fields. The organization is mandated to contribute and create positive impacts on poverty alleviation, strengthening the livelihood of grassroots' communities, building communities' capacity on adaptation and mitigation to climate change and assisting in disaster risk reduction through innovation and shared knowledge. Our flagship program is the Indonesia Domestic Biogas Program (BIRU). BIRU has facilitated the installation of 28,864 biodigesters in 19 provinces across Indonesia. The program has impacted over 163,184 people among which 28.182 people are farmers; trained 1,275 local masons; 156 local partner including Micro Finance Institutions, SMEs and universities. YRE has been diversifying its program portfolios into food security, business incubation, water access and conservation and Green Cooperative programs.  

As the portfolio and stakeholders develop, there is a need to organize and synergize the organization's internal and external communication strategies to achieve organizational and project goals. Therefore, it is important to come up with a communications framework that will be used by the project team, management, and communications teams to maximize organizational reach and impact. The preparation of SOP documents is considered quite important to assist YRE in preparing communication regulations. Communication SOPs are needed to organize internal and external communication flows related to communication objectives, organize feedback, manage crisis, cooperate with the media, and build communication with stakeholders 

 

2. Objective 

The purpose of the consultant's work is to facilitate YRE's management and communications team in developing communication SOPs and communication frameworks. 

 

3.  Task and Responsibilities 

Consultants are expected to carry out the following responsibilities: 

• Identify organizational and project communication issues 
• Formulate organizational and project communication frameworks based on communication issues 
• Design a communication framework and prepare communication SOPs 

IV.   Deliverables  

The consultant will present the results of his work as follows: 

• Prepare a current and complete Communication SOP document in the form of a PDF document 
• Prepare the latest and complete Communication SOP document in power point form 

 

 

Submission of the work results by the Consultant to YRE is no later than February 2024. The first draft of the SOP for the findings and communication framework will be submitted to the YRE management and communications team in January 2024 (before the YRE Annual Meeting). 

 

4.  Communications that need to be prepared (not yet exist): 

Internal Communication
Objective	Notes
Use of communication tools	Management of Microsites as a shared platform
Management of confidential information	How confidential or sensitive information that can only be accessed by authorized people is determined
Identify internal communication objectives	How comms identifies an organization's internal communications goals and what messages it wants to convey  How each project identifies its internal communications goals and what messages it wants to convey  Determine the workflow for communication deliverables, related to review and approval
Graphic design order mechanism	Power point work mechanism: work estimate, maximum brief time given before the deadline  Mechanisms for working on print/non-print designs (lay outs, books, brochures, etc.): work estimates, maximum brief time given before the deadline
Graphic design order mechanism for events  (already exists, consider whether adjustments need to be made)	Design orders that are event information in nature, the brief is sent a maximum of 3 days before the event (day-2 of the event is the estimated time for revisions). It is recommended to coordinate with comms at least 7 days before the event.  The brief sent contains information related to the event, namely:   Title of activities    Logo and layout  Information on the time and place of implementation  Name of source, position and organization, as well as file photo  Other information such as registration link (if online/hybrid), contact person, and others.
External Communication
Objective	Notes
Identify the purpose of external communications and what message you want to convey	Identify and categorize communication targets based on their interests and needs  Building communication with communication targets  Build relationships with external stakeholders: government, private sector, civil society organizations, beneficiaries, partners, etc.
Media and public relation	Guide to inviting media coverage   Provisions for providing transportation costs to media crew  Flow of creating and distributing press releases  What is the flow of appointments and guidelines for spokespersons
Collaboration	How to identify collaboration offers with YRE, what standards and values are taken into consideration  What is the mechanism for refusing collaboration   How the collaboration mechanism is carried out: MoU procedures, dos & don'ts, counter-performance  How a collaboration is terminated (if at all) in breach of agreement
Selection of external communication channels	Manage communication channels: Website, Mailchimp, LinkedIn, Instagram, Facebook, YouTube, Twitter  Use of power point for presentation materials
Drafting and sending messages/emails to external parties	How to create messages that are consistent with the organization's image and values
Crisis communication and rapid response	Special procedures for managing communications during a crisis or emergency situation  Transparency and speed in providing information

 

 Contract Period  

The contract period is January – February 2024 with the following details: 

• Second week of January 2024: present findings to YRE management and communications team; 
• Third week of January 2024: prepare the first draft in the form of a power point presentation; 
• Second week of February 2024: prepare the second draft in PDF form for submission;  
• Last week of February 2024: present final SOPs and communication framework. 

6. Recruitment Process 

Consultants are expected to send their profiles, applications and offers via email to hrd@rumahenergi.org no later than January 5 2024 before 17.00 WIB.