2.1. Scope of Work

2.1.1. The Contractor must support the RCAF Family Advocate in conducting research, analysis, stakeholder engagement, and strategic and tactical communications on issues, programs, projects, and initiatives affecting RCAF families and the administration of the RCAF HCol programme.

2.1.2. The Contractor must also gather input from other functional organizations, including but not limited to CMP, CFMWS, MFS, VCDS, CFHA, RCAF Air Divisions, RCAF Wings, RCAF Squadrons and Units, D Air Pers Strat, D Air Pers Mgt, DND L1s.

2.2. Occupational Category Required.

The specific requirement is for the provision of services for one (1) Intermediate Communications Consultant.

2.3. Tasks

The Contractor will perform tasks in support of the RCAF Family Advocate. These tasks may include but are not limited to the following:

1. Develop full understanding of RCAF Family Advocate mandate and related organizations and programs (CFMWS, MFS, RCAF FST, CMP)
2. Develop a full understanding of the RCAF HCol programme

• Research and develop strong understanding of RCAF Family challenges surrounding areas of childcare, spousal employment, affordable housing, and family health care

1. Research military families’ most pressing needs and critical challenges by analyzing CAF exit surveys, Director General Personnel Research and Analysis (DGMPRA) and Military Family Services (MFS) research and reports on Military family requirements, GoC research reports and available Statistics Canada Census Information, and by monitoring relevant social media accounts on ongoing basis as directed by the RCAF Family Advocate
2. Develop and implement communication strategies and plans, which may include social media such as Facebook, Instagram, LinkedIn, etc., and related content to be submitted to the RCAF Family Advocate for review, approval and submission
3. Develop plans to mitigate or inform on areas of childcare, spousal employment, affordable housing, and family health care – as well as other key areas of concern to RCAF families

• In coordination and consultation with RCAF SMEs, draft and coordinate RCAF newsletter “Personnel Matters;”
• Develop communications content, including web and social media

1. Prepare briefs, briefing notes and presentations for director and director-general
2. Develop and implement creative communication and information products using a variety of tools, techniques and media and selecting an appropriate medium to convey information, ideas, and results
3. Perform research required to draft content for various communication vehicles

• Draft or edit content for internal and external audiences including newsletters, articles, web and social media content, presentations, biographies, organigrammes, Internet and intranet sites to be submitted to the RCAF Family Advocate for review, submission and approval for further co ordination with D Air PA
• Prepare and plan internal and external communications on issues related to RCAF Families for dissemination to wide audiences
• Prepare and plan internal and external communications on the HCol programme

1. Production of fact sheets (RCAF 101 infographics) about the RCAF (including occupations, RCAF organizations, relevant issues, programs and initiatives, modernization, etc.) to inform the HCol cadre (as directed by the Director)

• Determine target audiences in order to better develop messages
• Coordinate the graphic design for PA products in support of RCAF Family Advocate Program and RCAF HCol program
• Ensure communications are clearly understood by encouraging and listening to feedback, both internally and externally
• Identify and determine communications impediments and barriers with and for RCAF families and HCol cadre

1. Provide advice on matters relating to policy/program development and communications planning considerations and options (internal or external)

• Update and monitor the accuracy of the HCol Excel databases to include regular data entry, validation, and verification to ensure the database reflects the most current information
• Create and maintain Archive tab to include information on previously serving HCols
• Continually monitor HCol tenure expiration dates and inform the HCol Coord / Family Advocate when HCol terms are expiring within 12 months
• Liaise with RCAF Divisions, Wings, Squadrons and Units, as directed by the Family Advocate, to inform them of impending HCol term expiration and determine the way forward (i.e. extension, new HCol application)
• Assist in the preparation of educational or publicity programs
• Assisting with updates of HCol Handbook and relevant orders for the HCol programme to include monitoring current applicable orders for the HCol programme and comparison with relevant CAF orders to ensure content alignment. Make recommendations to the RCAF Family Advocate for updates, as required
• Coordinate with technical/IT/web authorities to revise, coordinate and facilitate content delivery for the RCAF Families Communication Hub
• Coordinate with technical/IT/web authorities to revise, coordinate facilitate content delivery for HCol internal and external websites
• Develop and track performance measurement metrics for RCAF Family Communications Hub after it is launched and operational
• Monitor use, reach and effectiveness of Communications Hub and make appropriate recommendations for continuous improvement
• Create social media content (Facebook, Instagram, LinkedIn) promoting various programs, services and initiatives for RCAF and CAF families, to be posted on RCAF social media channels in accordance with Government of Canada guidelines
• Monitor RCAF Families social media groups (Squadron, Wing and CAF Family Facebook groups); post salient information; alert Family Advocate of trends, family concerns and information requirements
• Monitor HCol social media groups; post salient information and alert Family Advocate of concerns and information requirements
• Under Director’s guidance, manage content of Communications Hub and Family Advocate Intranet page content
• Under Director’s guidance, manage content of HCol internet pages and Intranet page content
• Develop and implement communication plan (including social media) to drive traffic to the RCAF Communication Hub in coordination with Director Air Public Affairs. Continue to develop special website features to continuously drive traffic to website
• Conduct and/or arrange interviews with senior leadership, RCAF family members, and stakeholders as required by the RCAF Family Advocate to develop content for articles, newsletters and social media postings on RCAF channels such as Facebook, Instagram, LinkedIn, etc.
• Attend meetings and planning sessions across CAF/DND as well as with external partners (including but not limited to CMP, CFMWS, CFHA, RCAF Honorary Colonels, VAC; and charitable organizations supporting families like Together We Stand, Wounded Warriors, Support Our Troops, True Patriot Love, etc ) to advocate for RCAF Families
• Attend meetings and planning sessions across CAF/DND as well as with external partners (including CFMWS, CMP, Honorary Colonels) to influence policy and program development in areas affecting RCAF families

1. Attend meetings and planning sessions (in person or virtually, as appropriate) across CAF/DND as well as with external partners to influence policy and program development in areas affecting the HCol programme. Possibility of travel to annual HCol Conference, likely outside NCR.

• Assist in file preparation for HCol nominations and extensions by:
• Reviewing all submissions received from subordinate RCAF commands for completeness and accuracy
• Ensuring the nominee has a valid minimum clearance of Enhanced Reliability by validating security stamp on submission form
• Ensuring a business or other Conflict of Interest analysis was requested from ADM(RS), as per submission procedures
• Ensuring the requested mandate period does not conflict with another valid mandate in place
• Draft Commander RCAF comments for Director review and furtherance to Comd for signature
• Forward all complete submissions to Chief of Defence Staff’s Office
• When new Honoraries are approved and an appointment message is issued by DSA, ensuring that a welcome letter from Comd RCAF is sent to the new Honorary along with HCol brevets and/or lapel pins, as required (previously drafted letters will be used for guidance in order to meet Departmental standards)
• Coordinate the attendance of newly appointed HCols to an HCol Orientation session
• Maintain an accurate record of all RCAF HCols contact information, affiliation, mandate periods, etc., and
• Maintain an accurate electronic message distribution list of all RCAF HCols
• Assist with the annual HCol conference event planning, coordination, and communication requirements, as follows:
• Assist in agenda development and logistical coordination with hosting Wing
• Assist with Event Request preparation for Minister of National Defence authorization
• Coordinate CANAIRGEN as formal authorization for fund expenditures
• Assist in coordinating venue requirements based on the planning committee discussions and as directed by Director
• Track the participants
• Assist in planning and coordinating Conference social events
• Prepare HCol Conference communication products and coordinate briefing materials
• Be prepared to act as the Secretary for the conference
• Prepare and staff correspondence (Briefing Notes, etc.) and staff via appropriate RCAF e-staffing procedures
• Coordinate translation requests
• Liaise with Family Support Team in 1 Canadian Air Division to plan and implement communication support to RCAF families
• Develop and assist in joint programs or activities with strategic partners
• Determine uptake and perceived effectiveness of RCAF Family Communication Toolkit by communicating with RCAF Command Teams and obtaining their feedback, consult with wings and squadrons on their requirements, and update Toolkit to reflect latest policies, apps, social media channels, and processes
• Coordinate answers and/or respond to requests for information from or about RCAF families and / or HCols via RCAF Family Advocate and HCol positional mailboxes
• Conduct surveys, workshops and/or focus groups related to military family issues and initiatives, and act as facilitator when required

1. Conduct proactive Outreach to develop and nurture strategic partnerships that will enhance Quality of Life for RCAF families, including but not limited to: CFMWS/MFS, RCAF Honorary Colonels, Together We Stand Foundation, True Patriot Love, Support Our Troops, Soldier On, Wounded Warriors, Vanier Institute, Strongest Families Institute, VAC, and Canadian Institute for Military and Veteran Health Research.
2. Collect and analyze information and present findings on military family issues (including but not limited to spousal employment, affordable housing, access to medical care, and access to childcare), carry out or coordinate research and prepare reports, as requested by Director

• Identify opportunities for organizational improvement
• Make recommendations and provide advice on military family issues (including but not limited to spousal employment, affordable housing, access to medical care, and access to childcare) to seek improvements and assist in developing solutions, including consultation with stakeholders like Wings and Units, RCAF family members, Honorary Colonels, CFMWS, and CMP staffs.
• Conduct analysis on the potential impact(s) to RCAF families of new policies, capabilities or initiatives. Attend applicable meetings with RCAF and CAF staffs.

1. Collect, analyze and synthesize information that provides insight into best practices and lessons learned that would effectively support managing change

• Perform analysis of processes, policies and programs to recommend the best option to address concerns or gaps; including the potential risks and benefits

Evaluate the impact of departmental and interdepartmental programs, policies, initiatives and services; provide input and make recommendations for improvement when required.