JOB PURPOSE
Under the general direction of the Director, Public Education & Public Relations, the incumbent is responsible for executing public relations programmes to aid in increasing awareness of The Trade Board Limited’s activities, programmes, services requirements and responsibilities and also to foster involvement and inclusiveness in order to achieve TBL’s vision, mission and strategic objectives.
KEY OUTPUTS
- Newspaper articles & features stories
- Reports
- Television, radio and print copy
- Draft speeches, messages, clarifications and briefs reports
- Press releases and media advisories
- E-newsletters, brochures flyers and posters
- Public outreach activities and promotional materials
- Special events, projects, exhibitions and expos
- TBL news files
- Press kits
- Content calendar for social media
- TBL’s annual report
- Presentations, workshops & conferences
KEY RESPONSIBILITIES
Technical
- Researches and acquires existing rates for proposed activities and prepare a draft of the public relations operational plan, budget and justification for review by the Director, Public Education & Public Relations.
- Develops an Individual Work Plan based on an alignment to the overall Operational Plan for the Department.
- Prepares a draft of the public relations annual report for review and feedback by the Director, Public Education & Public Relations.
- Liaises with Supervisor and Heads of Departments to facilitate the preparation of print and electronic news stories and feature stories for The Trade Board Limited.
- Liaises with new and traditional media houses, including the Jamaica Information Service, through follow-up emails and telephone calls to secure interviews and coverage of events, activities or workshops.
- Prepares written reports for review by the Director, Public Education & Public Relations on relevant issues and challenges for the attention of the Trade Administrator/CEO.
- Prepares speeches, messages, clarifications or briefs as requested by the Director, Public Education & Public Relations for the Trade Administrator/ CEO and Board Chairman;
- Drafts and disseminates press releases and media advisories to new and traditional media houses.
- Undertakes research to gather facts for and prepare articles, feature stories and other publications.
- Organizes interviews for all types of media, including the Jamaica Information Service, in a bid to educate stakeholders and the public in general on TBL’s policies, procedures and activities.
- Establishes and maintains effective working relationships with representatives of the media.
- Updates the database for media personnel contacts and programmes.
- Monitors all print and electronic media for trade-related matters and bring to the attention of the Director, Public Education & Public Relations and prepares a circulation copy for perusal by the TBL staff.
- Prepares press kits for distribution to media representatives, where and when necessary.
- Organizes special events, exhibitions, seminars, workshops or expos, as needed.
- Coordinates aesthetically appealing and engaging PowerPoint presentations to stakeholders in person or online, as needed.
- Collates information from all departments to facilitate the final production, printing and dissemination of TBL’s annual reports.
- Maintains communication channels with Border Regulatory Agencies, exporters, importers, umbrella groups/ associations and other key stakeholders.
- Enhances and maintains a positive corporate image of The Trade Board Limited to the public.
- Facilitates the design and printing of informational material such as brochures, flyers, posters and any other such material for dissemination to staff, customers and stakeholders.
- Drafts information for, and develops e-newsletters and/ email marketing to customers and stakeholders as required.
- Drafts copy & concept for radio, TV, print and electronic advertisements.
- Prepares social media content for the development of a monthly content calendar.
- Monitors social media pages and liaises with the social media management company regarding responses/ comments to customers.
- Prepare press bites when requested for distribution to visiting journalists and other interest groups.
- Maintains up-to-date professional quality photographs for publication, when necessary.
- Updates the TBL website with information being disseminated by the Executive Management Unit.
- Obtains customer email addresses from the Export Certification and Licensing, Certification and Enforcement units to update email marketing database.
- Monitors TBL’s general email account and provide accurate information to customers and/ stakeholders.
- Facilitate internal communication relating to the update of emails signatures and the editing/ printing of business cards.
Administrative
- Manages the documentation system for the Unit by maintaining the document classification, filing, storage and retrieval system as well as the security of confidential files and documents.
- Processes incoming and outgoing correspondence in accordance with established procedures and checks email sent to the Unit and brings to the attention of your Supervisor, items which must be dealt with at that level.
- Coordinates logistics for meetings hosted by the Director, Public Education & Public Relations, including preparing agenda; organizing relevant information and documents; confirming venue and refreshments; takes minutes at meetings; and reproduces and distributes in accordance with established guidelines.
- Creates an annual calendar of events in collaboration with all units.
- Prioritizes and manages multiple projects simultaneously and follow through on issues in a timely manner.
- Assists with the procurement of various goods and services.
- Manages the inventory of office supplies for the Unit and ensures that the unit has adequate equipment and other pertinent resources.
- Prepares monthly and or quarterly reports.
Other Responsibilities
- Executes any other duties that may be assigned for time to time by the Director, Public Education & Public Relations.
PERFORMANCE STANDARDS
- A positive image is portrayed of TBL
- Speeches, briefs, news releases are accurate and submitted within the established timeframe;
- Programmes are developed according to stated guidelines
- Dissemination of information within established timeframe
- Copy for Television, Radio and Print developed in a timely manner
- Effective relations maintained with key stakeholders
- Press kits effectively prepared
- Meetings, special events, exhibitions, presentations, workshops, seminars effectively organized
- Information collated effectively for the production of the Annual Report
- Brochures, flyers, posters, newsletters are creatively designed, have pertinent information and are produced in a timely manner
- Social media content calendar developed in a timely manner
- Agenda and Minutes produced of meetings managed by Supervisor are error free and produced in a timely manner
- Inventory of office supplies for the Unit effectively managed Supervisor’s calendar effectively managed
- Integrity and confidentiality exercised in the execution of duties.
REQUIRED COMPETENCIES
- CORE COMPETENCIES
- Excellent Writing, Editing and Reporting Skills
- Excellent oral communication skills
- Highly effective in communicating and sustaining relationships with diverse groups of people
- High level of compliance
- Strong interpersonal skills
- Strong teamwork skills
- Excellent planning, organization and time management skills
- High level of confidentiality
- Strong use of initiative and adaptability
- Highly effective in utilizing tact and diplomacy
- Integrity and ethics exercised in the performance of duties
TECHNICAL COMPETENCIES
- Highly efficient in the use of technology (such as Microsoft office suite, database management, video conferencing applications, and graphic design software such as Canva, Photoshop, Adobe Creative Studio and Final Cut Pro)
- Highly results-oriented
- Social media savvy
- Excellent presentation skills
- Strong research skills
- Strong analytical skills
- Ability to multi-task effectively and to meet critical deadlines with minimal supervision
- Excellent knowledge of modern public relations practices and techniques
- Highly enthusiastic, creative and innovative
- Strong ability to work under pressure
- Sound negotiation and problem solving skills
- Ability to think strategically and pay keen attention to details
- Sound knowledge in relation to The Trade Act and Regulations and a strong awareness of current affairs related to the trade industry
MINIMUM REQUIRED EDUCATION AND EXPERIENCE
- Bachelor’s Degree in Media & Communications/ Integrated Marketing Communications/Communication Arts & Technology or related field, from a recognized institution.
- Certificate in Events Planning.
- Four (4) years’ experience in corporate communications/ public relations/ news media.
SPECIAL CONDITIONS ASSOCIATED WITH THE JOB
- Typical office environment with on-going interactions with critical stakeholders and meeting tight deadlines which will result in high degrees of pressure, on occasions.
- May be required to work extended hours.
- Normal physical demands.
- Ability to work independently.
AUTHORITY
- Will have access to confidential information.
Please note that only shortlisted applicants will be contacted.
