Knowledge and Information Management Specialist

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment, and a better life, leaving no one behind.

The communications unit within the Regional Office for Europe and Central Asia is responsible for both external and internal communication of the Organization. It aims at making FAO’s communications strategic, coherent, focused and impactful, while ensuring effectiveness and efficiency in communication-related operations.

The incumbent would be working for the Regional Office for Europe and Central Asia.

Reporting Lines

The Knowledge and Information Management Specialist reports to the Communications Officer, REU and works in close collaboration with branches and focal points of the Office of Corporate Communication (OCC).

Technical Focus 

Support knowledge and information technology management activities.

Tasks and responsibilities

•    Act as lead Unit Publications Coordinator for the Regional Office of Europe and Central Asia (REU), review products in the Publishing Workflow System (PWS) and liaise with the Office of Corporate Communications (OCC) as required. Manage the production of publications and knowledge products and support managers and staff in better planning of publications, monitoring their clearance process. 
•    Ensure that publications and knowledge products are compliant with FAO's style, publishing rules and best practices and are included in the FAO Knowledge Repository for long-term preservation, access and dissemination.
•    Ensure access to the PWS for initiators and assist with process queries and issues among users.
•    Resolve challenges encountered in the publications and documents in the publishing system, including running the anti-plagiarism software.
•    Conduct training sessions for REU, SEC and country offices to explain the use of the PWS, the application of the publishing policies including to but not limited to logo use, joint events approval, Data Privacy, the use of maps, copyright, licensing and One FAO messaging.
•    Ensure FAO documents follow FAO style and advise on their inclusion on the resources page and dissemination to relevant networks.
•    Approve publications at concept note level (step 2 PWS), bringing relevant concerns to the REU Editorial Committee (EC) for consideration and resolution.
•    Advise the EC on FAO publishing policies, norms, standards and approach.
•    Convene meetings, put together minutes and documentation, disseminate EC information to members, answers queries from members, disseminate information.
•    Draft the annual publishing plan and submit it to OCCP.
•    Maintain the publishing plan for REU and keep it current.
•    Monitor the progress of Tier 1 and Tier 2 publications in the regional and country offices; informs of issues.
•    Coordinate the accomplishment of the peer review process for designated publications.
•    Prepare annual EC report for submission to OCCP and the Publications Board at the end of the year.
•    Provide English language editing and drafting of documents, reviewing English language fluency, usage, grammar and FAO Style. 
•    Research and draft stories in English in accordance with FAO writing style guidelines 
•    Participate in planning and organizing of virtual/public events (conferences, presentations, training events, visits of officials, field visits, etc.) ensuring consistency of messages, quality and visibility.
•    Perform other related duties as required.
•    Regarding tasks pertaining to publications, ensure compliance of all products with:

FAO Standards and guidelines:

Liaison with the OCC will be maintained, either directly or through an agreed focal point/coordinator, to ensure compliance with OCC standards, appropriate review and clearance processes. 

All communication materials will follow FAO clearance processes and comply with FAO standards, including: 
FAO Strategic Framework 2022-31: https://www.fao.org/strategic-framework/en   
FAO social media policy and guidelines: https://www.fao.org/2/socialmedia    
Social Media Branding Guidelines: https://openknowledge.fao.org/handle/20.500.14283/cb5044en  
FAOSTYLE: https://openknowledge.fao.org/handle/20.500.14283/cb8081en  
FAO terminology: http://www.fao.org/faoterm  
FAO Names Of Countries https://www.fao.org/nocs/en    
Story guidelines, Story template, UN map standards, FAO logo policy and related branding guidelines (available to staff).  

Further guidance regarding FAO communications, policies and procedures can be found through the FAO intranet, OCC section.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

•    University degree publishing, library and information sciences, information management or communications 
•    Five years of relevant experience in publishing, librarianship, information management or communications
•    Full proficiency/Working knowledge of English

FAO Core Competencies

•    Results Focus
•    Teamwork
•    Communication
•    Building Effective Relationships
•    Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

•    Extent and relevance of experience in knowledge and information technology management systems and communication
•    Full proficiency/Working knowledge of Russian will be considered an asset
•    Native English will be considered an asset