Communications & Outreach Officer

Job Purpose

The Communications & Outreach Officer will be responsible for managing project-related communication, coordination, outreach activities, stakeholder engagement, documentation, and follow-ups. The role requires strong communication, organizational, and project coordination skills to ensure smooth execution of assigned projects and timely completion of deliverables.

Key Responsibilities

• Coordinate and monitor assigned projects from planning through completion.
• Develop activity plans, timelines, task trackers, and follow-up schedules.
• Coordinate with internal departments, campus teams, vendors, partners, and external stakeholders.
• Ensure assigned tasks and project deliverables are completed within defined timelines.
• Identify delays or operational issues and escalate them to management promptly.
• Support project meetings, briefings, events, campaigns, and field activities.
• Draft professional emails, notices, letters, proposals, reports, presentations, and project-related communication.
• Maintain clear and timely communication between management, project teams, campuses, and external stakeholders.
• Prepare meeting agendas, minutes, action points, and follow-up updates.
• Ensure consistent and professional communication across all project activities.
• Build and maintain professional relationships with schools, institutions, organizations, community representatives, partners, and other relevant stakeholders.
• Conduct outreach through calls, emails, meetings, visits, events, and other appropriate channels.
• Support partnership development, collaborations, campaigns, and institutional initiatives.
• Maintain an updated database of contacts, partners, prospects, and outreach activities.
• Maintain organized records of project documents, correspondence, approvals, activity reports, and deliverables.
• Prepare weekly/monthly project progress reports for management.
• Track project KPIs, milestones, pending tasks, and outcomes.
• Prepare presentations and summaries for management reviews.
• Ensure proper documentation and closure of completed projects.
• Assist in planning and executing workshops, seminars, awareness campaigns, meetings, exhibitions, and institutional events.
• Coordinate logistics, invitations, communication, participant records, and post-event reporting.
• Liaise with relevant teams to ensure smooth execution of activities.
• Support the development and coordination of project-related content for social media, websites, newsletters, and other communication platforms.
• Coordinate with the Marketing/Creative team for project campaigns and promotional material.
• Ensuring all external communication reflects the organization's professional image.

Required Qualifications & Skills

• Bachelor’s degree in business administration, Communications, Public Relations, Management, Education, Social Sciences, or a related field.
• 1–3 years of experience in project coordination, communications, outreach, administration, PR, or a related role.
• Excellent written and verbal communication skills.
• Strong coordination, follow-up, and stakeholder management abilities.
• Proficiency in MS Office / Google Workspace & AI Tools, particularly Word, Excel/Sheets, PowerPoint/Slides, and email communication.
• Strong documentation, reporting, and presentation skills.
• Ability to manage multiple projects and deadlines simultaneously.
• Professional appearance, interpersonal skills, and confidence in dealing with internal and external stakeholders.
• Willingness to travel for project-related meetings, visits, and events when required within city.

Key Competencies

• Project Coordination
• Communication & Interpersonal Skills
• Stakeholder Management
• Outreach & Networking
• Planning & Organization
• Problem Solving
• Documentation & Reporting
• Time Management
• Team Collaboration
• Professionalism & Confidentiality
• Follow-up & Execution