Wikimedia España/Staff

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Project Manager, Rubén Ojeda de la Roza

Hours: Full time (40 hours per week)
Reporting to: Board (vicechair and treasurer)
Purpose of job: Plan and coordinate Wikimedia Spain's projects through the contact management and execution of activities and projects in collaboration with institutions, organizations and volunteers.

Main Duties[edit]

  • Planning and Coordination
  1. Plan and coordinate activities and projects of the Content and Community programs
  2. Work to ensure the smooth running of the projects
  3. Work to achieve team outcomes, supporting other members of the chapter with their projects when necessary
  4. Support inter-chapter collaboration in knowledge sharing
  • Relationship Management
  1. Actively pursue, setup and manage relationships with partner organizations. Act as the point of contact both for the partner organisation and volunteers involved
  2. Communicate effectively and regularly with all volunteers and organisations taking part in projects
  3. Actively recruit volunteers to maintain, develop and expand existing partnerships
  4. Develop and deliver a range of activities, such as Wikipedia editing events, media donations, and conferences
  • Evaluation and Impact
  1. Formal report writing, including WMES annual and periodic reports
  2. Handle documentation and record all relevant metrics against set goals
  3. Monitor and evaluate partnership projects
  4. Report periodically to the partners about the achievements in the different projects developed
  • Project Development
  1. Looking for funding or sponsorship within potential projects
  2. Seek potential opportunities for new, one-off projects or collaborative working
  3. Bring volunteers into potential and existing projects, increasing the engagement
  4. Monitor and organise resources for activities
  • External Relations
  1. Act as an ambassador for WMES, speaking at events, talks and conferences as agreed with Board
  2. Attend meetings and events to promote Wikimedia Spain work while engaging volunteers and institutions
  3. Active search for funds and grants from public administrations and public or private organizations.
  • Volunteer Engagement and Development
  1. Encourage involvement of volunteers in activities and grow the volunteer base

Time Management[edit]

  • 50% of his time is dedicated to support Content program starting contacts, hold meetings with institutions and organizations, planning of activities and coordinate volunteers involved.
  • 30% of his time is linked to Community program, coordinating training sessions, hold meetings with institutions, involving volunteers and coordinate with the Communications & Public Policy Manager in the execution of community-related events.
  • 20% of his time goes to Wikimedia movement relations, attending institutional events, monitoring projects and events and writing the WMES annual and periodic reports.

Communications & Public Policy Manager, Virginia Díez Gobernado

Hours: Full time (40 hours per week)
Reporting to: Board (vicechair & treasurer)
Purpose of job: Plan and coordinate the communication strategy for Wikimedia Spain, focusing on engaging with wider audiences. Produce content and events to keep our community and stakeholders, as well as general public, informed about our work, impact and how they can take an active role in the free knowledge movement. Analyse policy trends and developments that pose opportunities or threats to our mission and, accordingly, define Wikimedia Spain’s public policy strategy and its execution.

Main Duties[edit]

  • Communication planning and coordination
  1. Develope Wikimedia Spain's communications strategy and lead the creation and delivery of communications activity plans
  2. Engage with volunteers in the delivery of our communication plans, directing and supporting their work
  3. Analise marketing and communication KPIs to fulfil the reporting requirements of the role
  4. Work closely with Programme Coordinator to enhance and spread the impact of our strategic programmes
  • Community and fundraising communications
  1. Develop and maintain effective communication channels with Wikimedia Spain members and wider communities (internal and external communications)
  2. Work with Programme Coordinator and Board in the development and delivery of regular newsletter for members, volunteers, partners and donors
  3. Support Board in developing and delivering fundraising communication activities
  4. Lead the creation of Wikimedia Spain publications and their editorial line, with a focus on the WMES Annual Report
  • Press and PR
  1. Be the initial point of contact for media enquiries, replying or directing them to another spokesperson when appropriate
  2. Build relationships with media, looking for opportunities to promote the work and impact of the chapter
  3. Develop media campaigns, including writing, designing and disseminating press releases
  4. Support Board, staff and members to ensure that Wikimedia Spain responds quickly and effectively to external communication enquiries
  • Digital communications
  1. Coordinate the online public accounts of Wikimedia Spain, ensuring that content is accurate and up-to-date
  2. Develop and maintain WMES website
  3. Create and curate new digital content to manage our blog and social media channels
  4. Help Board, staff and members share their stories, with a focus on diversity and new audiences
  • Marketing
  1. Develop Wikimedia Spain brand and visual identity and act as an internal and external brand guardian and ambassador
  2. Coordinate the design and production of printed materials and merchandise
  • External relations
  1. Build strategic and long-lasting positive relationships with key free knowledge and commons related groups or organisations
  2. Identify and attend meetings and events to help promote Wikimedia Spain work while engaging with wider audiences
  3. Act as an ambassador for Wikimedia Spain, speaking at events and conferences as agreed with Board
  4. Identify opportunities for Board, staff, members and volunteers to speak at or attend relevant events and conferences
  5. Cultivate and manage relationships with current and prospective donors as well as governmental, private and corporate funding sources.
  • Public Policy
  1. Analyse existing and proposed laws that might affect the free knowledge ecosystem to determine how they may impact the Wikimedia projects and users in Spain
  2. Prepare white papers, blog posts, and other material discussing how different policy actions affect the free knowledge movement
  3. Engage with policy makers, advocacy groups and members of the free knowledge ecosystem on policy initiatives
  4. Participate in the design legislative proposals to support free knowledge

Time Management[edit]

  • 40% of Communications & Public Policy Manager’s time goes to defining and coordinating communications and marketing strategy, managing internal and external communications, managing media relations, designing and conducting membership annual survey, writing content for our blog, press releases and the WMES Annual Report.
  • 30% of her time goes to the coordination of our Institutional Relations and Public Policy Program, which specifically includes analysing policy trends and defining Wikimedia Spain’s public policy strategy and its execution.
  • 20% of her time is dedicated to outreach for our Content and Community Programs, focusing on supporting our Program Coordinator and volunteers when communicating the activities they organize through digital & social networks, media and offline materials.
  • 10% of her time goes to wider movement communications such as taking part in the Communications Committee or the Fundraising Feedback Team for the Wikimedia Foundation.

Coordination

Both jobs are under the supervision of the Board. Through internal communication channels (Telegram app, mailing list) notify weekly their work as well as doubts or problems that arise. Also, each one manages a spreadsheet, visible by the Board, which indicates the dedicated time each day to the different tasks. They also join, when it is necessary, the online meetings of the Board, participating in the discussion of ideas, projects or problems, but without the ability to vote or decide.

On the other hand, both are coordinated daily, via e-mail or Telegram app, and at least once a week they schedule a videocall to discuss and develop the closest activities and define the processes for future activities. The programming, both of activities and communication, is carried out in an internal calendar, thanks to which they organize their weekly activity.