1.2 Roles and responsibilities
In an emergency, communications materials will need to be produced, approved and shared extremely quickly, and media requests must be answered immediately. It is very important to be clear in advance who is responsible for what, and to coordinate between the Country Office (CO), Lead Member (LM), CEG Communications and CI Members (CIMs) to ensure needs are met and there is no duplication of efforts.
|Lead Member Media Manager||With the support of CEG Communications and COMWG and in coordination with the CO, the LM Media Manager is responsible to: provide emergency media support to their COs; ensure the timely provision of information and communication materials on rapid or slow-onset emergencies; ensure a senior CO staff person is designated as Media Focal Point; arrange for the deployment of an Emergency Communications Officer (ECO) and photographer/videographer if necessary; and arrange for sign-off of advocacy and communications materials according to CI’s sign-off procedures in section 2 of the CARE International Communications Handbook. If an ECO is not deployed, the LM Media Manager will remotely fulfil the responsibilities of the ECO.|
|CEG Communications||In coordination with the LM, CO and COMWG, CEG Communications is responsible to: ensure that communications and media work is effectively coordinated for all emergency responses; and ensure regular production and dissemination of communications materials for new and on-going emergencies. In the absence of CO or LM capacity, CEG Communications will fulfil some or all responsibilities of the ECO and/or LM Media Manager in an emergency.|
|CO Communications Officer||(Please note: most COs do not have a Communications Officer. If there is no CO Communications Officer, the LM Media Manager and CEG will provide remote support until an ECO is deployed, and the CD will appoint a CO Media Focal Point to handle media calls.) With the support of the LM Media Manager, CEG Communications and COMWG, the CO Communications Officer is the first point of contact for emergency communications and provides the immediate communications materials needed after an emergency. If an ECO is not deployed, the CO Communications Officer will fulfil the duties of the ECO (see below). If an ECO is deployed, the CO Communications Officer works alongside the ECO to meet communications needs, with an extra focus on media outreach to national journalists and beneficiary communications where appropriate. See Annex 13.1 for a sample TOR for a CO Communications Officer.|
|Emergency Communications Officer||The Emergency Communications Officer is an expert in communications who may be deployed or appointed from within the CO to support the response. This will be coordinated through the CCG call with the support of the CEG HR Coordinator who is responsible for deployments. The CEG HR coordinator will consult with CEG Communications to determine which individual either in CEG or on the CI-RED is most appropriate and available to deploy and support. With the support of the LM Media Manager, CEG Communications and COMWG, and in coordination with the CO, key responsibilities of the Emergency Communications Officer include: act as main contact for journalists and CI members for media requests; arrange media interviews with CARE staff; act as spokesperson when appropriate; arrange media visits to see CARE’s work; produce and disseminate communications and media materials such as talking points, press releases, stories, blogs, photos; manage/hire photographer or videographer; develop media strategy; train CO staff on media relations; and share news updates and media angles with CI. See Annex 13.2 for a sample TOR for an ECO. Note: For large-scale emergencies, the ECO may be replaced by an Emergency Communications Manager, a longer-term position. See Annex 13.3 for a sample TOR for an Emergency Communications Manager, and see section 3 for more detail.|
|Country Director (or Assistant Country Director or Emergency Team Leader)||If there is no CO Communications Officer, the CD, ACD or Emergency Team Leader are usually the first point of contact for information about the emergency. Responsibilities include: approves communications materials as per the CI sign-off procedures; conducts media interviews; provides necessary information for the production of communications materials; in consultation with CEG through the CCG, ensures and supports timeliness of communications/media support to the CO to raise the profile of the emergency and supports media and CIM visits. If there is no CO Communications Officer, the CD will appoint a CO Media Focal Point to handle media calls.|
|COMWG||The Communications Working Group (COMWG) is a network of all communications and media experts in offices across CI. Responsibilities of COMWG members include: raise awareness of CARE’s emergency responses and ongoing emergencies through all available media channels; provide support as needed for the production of media and communications materials; in coordination with the ECO, prepare media materials for their own national market. Full COMWG TOR here.|