Project Communication Coordinator

Job Description

ROLE PURPOSE

The Project Communication Coordinator coordinates the planning, production, and tracking of communication outputs for programmes and projects, including stories of change, case studies, photographs, videos, social content, factsheets, field updates, and communication inputs to reports, ensuring they meet donor visibility and contractual requirements, brand and editorial standards, and consent and safeguarding requirements.

Reporting to the Program Communication Manager, the Coordinator runs the material tracker and production pipeline, prepares the monthly materials planning, briefs and coordinates vendors, applies branding and co-branding rules, and supplies programme content for donor reporting and fundraising. The role works closely with project managers, grants and partnerships, MEAL, finance and procurement, implementing partners, and the Humanitarian Communication Coordinator.

The Coordinator works within the review, approval, and publication procedures set by the Program Communication Manager and Strategic Communications, does not publish programme materials directly, and does not speak to the media unless designated as an authorized spokesperson.

KEY AREAS OF ACCOUNTABILITY

Project Communication and Visibility Planning

• Develop communication and visibility plans for assigned projects from proposal stage, translating donor visibility and acknowledgement requirements into practical workplans and quality checks, for approval by the Program Communication Manager.
• Consolidate project material needs and quarterly targets for the annual programme communication materials cycle (September to November).
• Track communication deliverables and deadlines stated in proposals, grant agreements, contracts, and donor guidance.
  
  

Content Production and Pipeline Management

• Maintain the material tracker and content calendar, prepare the monthly materials planning meeting, and ensure every brief is recorded in the tracker before production begins.
• Produce and commission project content, including stories of change, case studies, photographs, videos, social content, factsheets, human-interest materials, and field updates, verifying facts with project and MEAL teams.
• Plan production schedules around the approval lead times in the Communication and Media Protocols (designed materials: two working days; media-relation items: three; national press releases: five; regional or global press releases: seven).
• Coordinate translation, captioning, accessible formats, and local-language review as required.
  
  

Branding, Visibility, and Donor Compliance

• Apply branding, marking, and co-branding rules to project materials, including logo sequencing and proportions with donor and partner logos, and follow the donor’s procedure where it sets its own requirements.
• Collect and document donor visibility evidence, and check that implementing partners’ materials follow branding and sign-off requirements.
• Prepare complete publication packages (final files, accompanying text, approval reference number, channel, and date) for Strategic Communications at least three working days before the planned publication date, and five to seven working days ahead where donor approval is required.
  
  

Quality Assurance, Consent, and Safeguarding

• Check each material against the brand guideline, master narrative and key messages, donor visibility requirements, data accuracy, and the safeguarding checklist before submitting it for the Program Communication Manager’s review.
• Obtain and document informed consent and usage rights for all project content, in coordination with the Safeguarding Focal Point, and prepare Field Content Plans for project field visits at least ten working days before departure.
  
  

Vendor and Budget Coordination

• Prepare scopes of work and technical briefs for photographers, videographers, designers, translators, printers, and agencies, and coordinate procurement in line with organizational policies and safeguarding requirements.
• Monitor spending on assigned project communication budgets, check vendor deliverables for quality and timeliness, and flag variances to the Program Communication Manager.
  
  

Evidence, Reporting, and Fundraising Support

• Work with MEAL to collect verified results and provide communication inputs to donor and partner reports.
• Track project communication indicators (such as reach, engagement, timeliness, and compliance) and prepare monthly or quarterly performance summaries.
• Provide programme content for proposals, individual giving and Islamic giving campaigns, and domestic and international corporate partnership proposals and impact reports, and support donor and corporate partner field visits.
  
  

Records and Project Close-out

• Maintain accurate records of approvals, consent, attribution, usage rights, donor acknowledgements, and published outputs in the organization’s repositories.
• Ensure handover, archiving, and closure of communication assets and obligations at project end.
• Clarify accountability and approval ownershipStandardize terminology and spelling
  
  

Qualifications

Essential

• Bachelor’s degree in communications, journalism, public relations, development studies, or a related field.
• Typically 3–5 years of experience in communications, including communication for donor-funded programmes or projects.
• Strong writing and editing skills in Bahasa Indonesia and English, including stories of change, case studies, and report inputs.
• Experience producing and commissioning content (photography, video, design, and social content) and managing production schedules and trackers.
• Knowledge of donor visibility, branding, and co-branding requirements.
• Experience briefing and coordinating vendors and tracking communication budgets.
• Understanding of ethical storytelling, informed consent, safeguarding, and data protection.
• Use of design and editing tools, content management systems, social media tools, and common office software.
  
  

Desirable

• Experience with visibility guidelines of institutional donors (for example bilateral donors, multilateral agencies, or global funds).
• Experience producing content for fundraising, including individual or Islamic giving campaigns and corporate partnerships.
• Basic graphic design or video editing skills.
  
  

Safeguarding and Organizational Commitments

The postholder must comply with all applicable organizational policies and procedures, including safeguarding, child protection, prevention of sexual exploitation, abuse and harassment, code of conduct, anti-fraud and anti-corruption, data protection, information security, health and safety, diversity and inclusion, and conflict-of-interest requirements, and report concerns through established channels.