Job title: Digital Transformation and IT Projects Manager
Working base: DEC Secretariat Office, 43 Chalton Street, London NW1 1DU
Reporting to: Director of Digital Transformation, Director of Finance and Business Development
Salary: £37,000 - £42,000 p.a. depending on experience
Contract status: Fixed term (2 years), full time – we will also consider applicants for the DT or IT parts of this role, 17.5 hours/week.
Introduction
The Disasters Emergency Committee (DEC) is a unique and dynamic membership organisation which comprises 13 of the UK’s leading humanitarian agencies: ActionAid, Age International, British Red Cross, CAFOD, CARE International, Christian Aid, Concern Worldwide (UK), Islamic Relief Worldwide, Oxfam, Plan International UK, Save the Children, Tearfund and World Vision.
Since it was founded in 1963, the DEC has run over 60 fundraising appeals and raised more than £1.4bn to help save lives and protect livelihoods in disaster-affected communities around the world. We are currently running a DEC Yemen Crisis Appeal.
The DEC launches appeals when there is a humanitarian emergency of such magnitude to warrant a national UK response. DEC fundraising appeals benefit from unique corporate partnerships through our Rapid Response Network and the combined expertise of our member agencies, resulting in wide reaching appeals across high profile TV, radio and an increasing number of digital channels.
The majority of DEC funds are raised over an intensive two week period following a disaster. Appeal funds are specifically for overseas humanitarian work and are normally spent over a two or three year response period. An important part of the DEC’s remit is in learning, accountability and sharing information.
The DEC Secretariat operates with a small team that works closely with key partners, agencies and suppliers. At times of DEC appeals, this allows us a surge in our capacity, with support also from volunteers and member agency staff.
Job purpose
This is an exciting new role within DEC at a time of change and ambitious development. It brings together a new single focus to our IT requirements and strategy with responsibilities to support the efficient planning and delivery of multiple projects within our programme of digital transformation.
IT Manager: This role has lead responsibility for the effective operation and development of IT systems across the DEC Secretariat, working closely the Director of Finance and Business Development, other internal colleagues and third party suppliers as relevant.
We are looking for an exceptional IT professional with strong previous experience of supporting a busy and dynamic staff team and the interpersonal skills and collaborative approach that are essential for the successful continuing development of DEC’s systems.
Digital Transformation Projects Manager: This role works alongside the Director of Digital Transformation with lead responsibility to support the efficient planning and delivery of multiple concurrent projects within our digital transformation programme.
We are looking for an exceptional individual with experience of managing digital and IT projects and working closely with dedicated project managers.
Job context
IT context:
Our IT requirements have been mainly outsourced to a third party that manages network, hosting and technical support. In-house, IT responsibilities are shared across teams, with our website and CRM systems managed separately from core business systems.
Our core business systems include MS Office 10/O365 and related applications, Slack for collaboration and instant messaging, our Drupal website, SQL databases (for accounting, CRM), and Tableau/Box in support of a new programme management information system. We operate with office-based PCs, some Macs and remotely across a range of devices.
This is an exciting new post within DEC at a time of change and ambitious development. The IT Manager brings a new single focus to our IT requirements and strategy, ensuring greater integration of systems as we develop and supporting the Secretariat team through high quality IT infrastructure, effective procedures and robust data security.
Digital context:
As part of our Strategy 2016-19, a programme of digital transformation aims to embed a ‘digital first’ working culture through three inter-linked streams of work:
· Optimisation – driving digital maturity to improve our business performance
· Transformation – delivering organisational digital change and promoting an innovative culture that supports excellence
· Enabling – providing the IT environment in which people have the tools they need
The multiple digital and IT projects within this programme are wide-ranging and include upgrading our CRM system, our approach to data security, content creation and delivery as well as becoming a more data-driven organisation. We will also be running a number of ground-breaking pilots which may result in new product and service development. Each project has a dedicated project manager and governance team.
Key responsibilities
IT Manager:
· Managing DEC Secretariat IT systems in close collaboration with a third party supplier and internally, in particular with the CRM Systems & Supporter Services Manager (CRM, supporter database) and Digital Communications Manager (website)
· Coordinating external tender of DEC’s third party IT and telecoms service needs to ensure the Secretariat team is well supported both in and out of appeals
· Overseeing development of IT policies and implementation of procedures, including access controls, information management protocols and data security
· Supporting IT users with relevant information and training, using third parties to help with this where appropriate
· Coordinating the work of an IT governance group, leading with future developments and ensuring that decisions about systems and applications are consistent both with IT strategy and wider digital programme developments
· Providing technical leadership to the Secretariat staff team on IT issues alongside the services of a third party IT partner
· Providing help and support to budget-holders, staff and the Director of Finance and Business Development as required
· Leading with developing and implementing an IT strategy for hardware and software that responds both to DEC’s changing needs and emerging technologies
· Managing the IT budget in collaboration with the Director of Finance and Business Development
Digital Transformation Projects Manager:
· Management of all digital transformation and IT projects including planning, scoping and delivery alongside assigned digital project managers
· Oversee delivery of projects, manage project initiation, resource planning and scheduling
· Ensuring all project plans and documents are up to date for review by the governance team on a monthly basis
· Assessing and managing risks and interdependencies across the projects, reporting resource conflicts and/or issues to the Director of Digital Transformation, CEO or project boards as appropriate to ensure project delivery is not compromised or team members over-stretched
· Maintaining the programme risk register
· Compiling and maintaining project documentation including programme plans, resource allocation trackers, change control notices, and meeting minutes
· Coordinating meetings with third party agencies and prospective partners and suppliers; coordinate and manage tender processes as required
· Financial reconciliation of project costs against agreed budgets (including internal resource allocation)
· Assisting with auditing, reviewing and selecting digital management and automation tools (e.g. for project management, data analysis, CMS, CRM, etc.)
· Lead requirements gathering exercises when needed
· Work with IT manager and suppliers to scope, plan and resource all IT aspects of organizational projects
Working hours and travel
The post-holder may on occasions be required to work additional hours in response to a DEC appeal, events held outside office hours or to extra workload. Where possible, notice of this will be given and TOIL (time off in lieu) is available.
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Person specification
Essential / DesirableEducation /
Qualifications / IT Manager:
· University degree or equivalent
Digital Transformation Projects Manager:
· Project management qualifications in Prince2 or equivalent / · Accredited project management training and/or significant experience
Experience / Understanding / IT Manager:
· Experience of managing and developing IT systems in a similar context and of supporting a busy staff team with IT needs
· Experience of working across a range of systems, including Microsoft, databases and websites
· Experience of assessing and documenting systems requirements and developing IT specifications
Digital Transformation Projects Manager:
· Experience scoping and drafting digital project plans
· Experience of managing multiple concurrent projects (programme management)
· Demonstrable understanding of the principles of digital product/ service design
· Desire to work in the humanitarian/NGO sector / · Experience of managing a third party IT supplier
· Experience of account management, including business analysis, review and monitoring of statistics and performance
· Experience of working with Macs and supporting Mac users
· Experience of managing delivery of a CRM project
· Experience of managing technical/creative projects
· Experience of delivering end to end website projects including testing and deployment phases
· Voluntary sector experience
Skills / Competencies / · Excellent interpersonal skills, with the ability to support non-technical IT users
· Strong time management skills and ability to self-manage multiple priorities in a busy and dynamic work environment
· Strong collaborative and team skills, with a proven ability to work cross-functionally
· Excellent communication skills, written and oral, including influencing skills
· Ability to work to agreed deadlines and/or under time pressure
· Good analytical skills and problem-solving abilities
· Ability to work flexibly, including additional hours at the time of a DEC appeal
· An understanding of and a commitment to the mission and values of DEC
IT Manager:
· Proven IT project management skills
Digital Transformation Projects Manager:
· Understand the technical architecture of enterprise systems and the likely issues of integrating across multiple platforms.
· Knowledge of and experience using various project management methodologies (agile, waterfall)
· Proficient use of project management tools
· Experience with financial reporting and budgeting
· Ability to be assertive and actively manage internal and external stakeholders
· Ability to manage risks and scope changes
· A problem solver who can research and disseminate information to different internal stakeholders / · Use of project management tools (e.g. Excel, MS project manager, Smartsheets, or Jira)
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