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Background

Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls. We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion, and discrimination. And it’s girls who are most affected.

Working together with children, young people, our supporters, and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.

We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national, and global levels using our reach, experience, and knowledge.

We have been building powerful partnerships for children for over 80 years and are now active in more than 70 countries.

The conflict in Ukraine is resulting in a major humanitarian crisis with over 4 million people having fled to neighbouring countries, and millions displaced within Ukraine. Plan International is responding to the crisis and working in partnership with civil society organisations in Poland, Romania, Ukraine and Moldova to meet the key needs of those affected by the crisis as well as host communities. 

Plan International Poland is a locally registered entity affiliated with Plan International, a global federation committed to advancing children's rights and equality for girls, with over 85 years of experience in humanitarian and development contexts.  

Established as a local foundation in response to the escalation of the war in Ukraine in 2022, Plan International Poland has since focused on delivering humanitarian assistance and supporting refugee and host communities across the country through interventions in education, child protection, mental health and psychosocial support, and gender-based violence.  

As the context evolves, the Plan International Poland Foundation is transitioning towards a more strategic, long-term engagement model focused on strengthening its presence, positioning, and partnerships within the national landscape. This includes building recognition and credibility among Polish national and regional governments, public institutions, civil society, and private-sector actors, and identifying opportunities to contribute to national priorities related to children's rights, youth engagement, gender equality, and social inclusion.  

Central to this transition is the ambition to position the Plan International Poland Foundation as a trusted and relevant partner in Poland by developing meaningful, locally anchored partnerships and increasing its visibility among institutional stakeholders. 

Role PURPOSE

We envision this role to be hosted by Plan International Poland. The position holder contributes to the achievement of the Ukraine Humanitarian Crisis Response objectives by supporting communication activities across Poland, Moldova, and Romania. The role ensures the effective and timely development, management, and dissemination of high-quality content through appropriate communication channels, while also overseeing information management processes and systems across Poland, Moldova, Romania, and Ukraine to support informed decision-making, coordination, and organizational learning.

Dimensions of the Role

The position will roll out Plan International’s approach to communications in Poland, Romania and Moldova and to information management across all the East and Central Europe operations, in close collaboration with the Communications Specialist in Ukraine and the IM Focal Points in the 4 Programme Countries. Data-driven high-quality information products will be developed and shared internally, and the post holder will lead the response’s internal communication and engagement in collaboration with response countries’ communication specialists or IM Focal Points.

The role is the primary point of contact for staff in Poland, Moldova, Romania and Ukraine on all information management support requirements. The post holder will ensure Plan International is following high standards of information management. Where required, the post holder will assist in preparing Plan International’s representation in external fora and with National Offices.

The Communications and IM Coordinator will promote the visibility of the programme and project activities internally through collecting regular information, synthesising and disseminating it to the relevant audiences.

Accountabilities

Information Management

• Produce monthly response situation reports by gathering and consolidating inputs from Plan International East and Central Europe teams, technical leads, country offices, inter-agency updates, and other relevant developments related to the Ukraine crisis.
• Coordinate corporate reporting processes, including quarterly performance reports, annual reports, donor reports, and other organizational reporting requirements.
• Maintain the Plan International East and Central Europe Ukraine Humanitarian Crisis Response corporate presentation and develop tailored presentations and briefing materials for internal and external stakeholders.
• Provide regular analysis, external data, and insights relevant to the Ukraine crisis to support operational decision-making, advocacy, and business development efforts.
• Lead the design, production, and dissemination of high-quality data-driven information products, ensuring they are accessible, relevant, and user-friendly.
• Manage and continuously improve information management systems and data repositories, including SharePoint and the Virtual Operations Room.
• Establish, strengthen, and streamline systems and processes for collecting, analysing, synthesising, storing, and sharing information to meet evolving operational needs.
• Ensure that all information management products incorporate strong gender, youth, safeguarding, and inclusion perspectives.

Internal Communications and Engagement

• Ensure information products, reports, and updates are effectively disseminated and accessible across Plan International East and Central Europe through appropriate internal platforms and channels.
• Promote knowledge sharing and collaboration by managing Workplace and guiding teams on effective engagement and communication practices.
• Support the development and maintenance of document management and storage solutions to strengthen organizational knowledge management.
• Strengthen brand visibility and consistency by supporting the implementation of communication standards, templates, and visual identity guidelines across the Ukraine Crisis Response.

Safeguarding Children, Young People and Project Participants

• Ensure that Plan International’s global policies on Safeguarding Children and Young People, Gender Equality and Inclusion, and the Code of Conduct are fully embedded within all areas of responsibility.
• Promote awareness and understanding of safeguarding responsibilities among staff and associates and ensure concerns are reported and addressed in accordance with Plan International policies, standards, and procedures.

Communications

• Serve as the primary communications focal point for Poland, Moldova and Romania.
• Develop, implement, and regularly update communication strategies, objectives, key messages, and engagement plans in coordination with relevant stakeholders.
• Plan, coordinate, and produce high-quality content that highlights humanitarian needs, programme impact, advocacy priorities, and Plan International’s response, with particular attention to the rights and needs of girls and vulnerable children.
• Produce and coordinate a range of communication products, including press releases, case studies, blogs, eyewitness accounts, first-person stories, photography, audio, video, and social media content.
• Adapt and package content for a variety of audiences, including media, digital platforms, donors, internal stakeholders, external partners, and the wider Plan International federation.
• Coordinate external communications and social media activities, ensuring compliance with internal approval processes, brand standards, and safeguarding requirements.
• Ensure all communication materials are uploaded, stored, and made accessible through appropriate organizational platforms, including the global Media Bank.
• Monitor and evaluate the effectiveness and impact of communication activities and identify opportunities to strengthen visibility and public engagement.
• Monitor the external environment and humanitarian context to identify communication risks, opportunities, and emerging issues that may influence messaging, engagement approaches, and operations.
• Support the preparation of country office communication products, including situation reports, weekly updates, donor materials, and briefing documents.

Media Relations

·         Manage media inquiries and facilitate access to spokespersons and subject matter experts.

·         Act as a media spokesperson when required and prepare designated spokespersons through media briefings, talking points, and key messaging.

·         Coordinate and deliver media interviews in collaboration with relevant communications teams across the organization.

·         Organize and host media visits, press opportunities, and public engagement activities

·         Build and maintain relationships with journalists, correspondents, media outlets, and other communications stakeholders.

·         Develop, maintain, and regularly update media contact databases and stakeholder networks.

·         Support the planning and coordination of VIP, partner, and celebrity visits.

Key relationships

·         ECE Ukraine Crisis Response Management & Leadership TeamUkraine Communications Specialist and Head of Policy & Advocacy

·         Programme teams in the 4 response countries

·         Business Development Manager Ukraine and Business Development Manager Poland, Romania and Moldova

·         GH and NO Communications

·         MERL and IM colleagues

Technical expertise, skills and knowledge

Essential Knowledge

·         Strong knowledge and understanding of the Humanitarian Programme Cycle.

·         Good knowledge of SPHERE and CHS.

·         Good knowledge of data visualisation and analysis tools (Tableau, Power BI, R, Excel Adobe Photoshop or photo-editing software etc.)

·         Intermediate videography skills (including sound and microphones, and lighting), additional technical skills are desirable, including movie-editing software such as Adobe Premier or Final Cut Pro

·         Fluency in English, written and spoken.

·         Good experience of using social media

Essential Skills

·         Strong communication skills (digital, written and verbal).

·         Strong organisation skills to manage competing priorities and high volume of information.

Essential Behaviours

·         Team player.

·         Able to work calmly under pressure

Essential Experience

·         Experience in information management in a range of humanitarian contexts.

·         Experience providing technical support to teams and partner organisations.

·         Experience in dealing with quantitative and qualitative data.

·         Experience in using secondary data and collecting primary data.

·         Experience in working in fast-changing and high-pressure environments, where information needs to be absorbed, synthesised and disseminated rapidly.

·         High level of understanding of media, social media, and Information Technology

·         Familiarity and understanding of Humanitarian Policy and Advocacy

Desirable

·         Experience with automation (e.g., Power Automate)

·         Basic knowledge of Ukrainian, Polish and/or Romanian or willingness to learn.

·         Script-writing skills desirable

·         Experience as a spokesperson

·         Experience of working with photographers / videographers, and negotiating rates and usage rights

Plan International’s Values in Practice

We are open and accountable

We create a climate of trust inside and outside the organization by being open, honest and transparent. We hold ourselves and others to account for the decisions we make and for our impact on others, while doing what we say we will do.

We strive for lasting impact

We strive to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. We challenge ourselves to be bold, courageous, responsive, focused and innovative.

We work well together

We succeed by working effectively with others, inside and outside the organisation, including our sponsors and donors. We actively support our colleagues, helping them to achieve their goals. We come together to create and implement solutions in our teams, across Plan International, with children, girls, young people, communities and our partners.

We are inclusive and empowering

We respect all people, appreciate differences and challenge inequality in our programmes and our workplace. We support children, girls and young people to increase their confidence and to change their own lives. We empower our staff to give their best and develop their potential.

Physical Environment

Travel to Poland, Romania and Moldova may be required. Travel to Ukraine is not envisioned as part of the role because of the security considerations.

Level of contact with children

Low contact: No contact or very low frequency of interaction

Location: Warsaw, Poland

Engagement type: Fixed-term contract – contract duration, type and level of effort to be agreed upon.

Reports to: Matrix management: Director Ukraine Crisis Response, with technical support of GH Humanitarian IM Specialist and Communications Specialist Ukraine

Application deadline: July 31, 2026

Salary range: 11,681-13,141 PLN Gross, based on experience, for a full-time position.

1. Applications will be reviewed on a rolling basis, CV's to be submitted to : Career Opportunities: Communications & Information Management Coordinator (54522)

Please attach your CV in English.

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.

We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.

A range of pre-employment checks will be undertaken in conformity with Plan International's Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

Please note that Plan International will never send unsolicited emails requesting payment from candidates.