ROLE PROFILE Title
Information and Communication Technology Manager
Functional Area Reports to Location Effective Date
Information and Communication Technology (ICT) Head of Operations and Regional ICT Manager Colombo Travel required 25% th 29 April 2019
ROLE PURPOSE To be responsible for providing efficient and effective information and communication services to enable the achievement of strategic plan and programs of Plan Sri Lanka in accordance with Plan’s principles, values, policies, guidelines, and complying with Plan’ s corporate policies and procedures.
DIMENSIONS OF THE ROLE Under the guidance and direct supervision of Head of Operations and Regional ICT Manager, the ICT Manager is responsible for transparent implementation of IT strategies in Plan Sri Lanka, effective delivery of IT services and management of the Country Office (CO) and Programme Units (PU). He/she interprets and applies IT policies, rules and regulations, establishes internal procedures and provides solutions to a wide spectrum of complex IT issues. The ICT Manager promotes a collaborative, client-oriented approach and contributes to the maintenance of high staff morale. The ICT Manager supervises and leads the staff of the IT department. The ICT Manager works in close collaboration with the operations team, programme support team, programme staff and regional staff ensuring successful Plan Sri Lanka performance in IT management.
ACCOUNTABILITIES Key Result Area (KRA) 1: Manage corporate systems, data protection and security at peak levels and ensure the efficiency and effectiveness of help desk.
Manages corporate software (ES4, GL, PPM, Child Data, etc.) and approved commercial software (Windows, Word, and Excel).
Plan International LOCATION-TITLE-STATUS-CONFIDENTIALITY-LANGUAGE-DATE
Maintains and updates hardware, software and network of PUs and CO. Manages and maintains all servers. Maintains backups of all corporate systems and user data on a weekly, monthly and annual basis according to ICT policy. Maintains data protection by providing user level access control to Plan ICT resources.
Key Result Area (KRA) 2: Ensure adherence to ICT related Policies and Procedures.
Make sure all staff are aware and adhere to the Electronic Equipment usage and access policy.
Monitoring and reporting on the usage of ICT resources.
Take corrective actions whenever required.
Key Result Area (KRA) 3: Support the use of ICT to improve community based programming while managing country ICT budget.
Ensure efficiency and effectiveness of data gathering, information generation, getting them available for analysis and saving time by introducing technology.
Submits quarterly reports on ICT.
Provides technical support for all hardware and software purchases to ensure economical hardware maintenance in PUs and CO and liaises with computer vendors if and when required.
Preparation and monitoring of ICT budget.
Key Result Area (KRA) 4: Provision of expertise and knowledge to capacity building programmes for all staff of Plan Sri Lanka.
Assists in designing/recommending ICT training needs at various levels. Conducts training for all staff in the optimum use of hardware, corporate software and other applications. Training on all the corporate software and other new software for ICT and other relevant staff. Evaluate the learning and achievement of competency levels by the trained staff. Continuously monitor the training needs in above-mentioned areas.
Key Result Area (KRA) 5: Leading the ICT team to achieve required competency and performance levels.
Provide leadership to the ICT Network. Including effective coaching and mentoring of Direct reports.
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Identify professional development needs for the direct reports and assist People & Culture Department for arranging appropriate staff development events. Performance goals of team members are negotiated at the beginning of a review period. Performance is monitored and reviewed, in particular, holding staff accountable for meeting the success criteria and delivering any improvement goals which have been identified. Giving corrective feedback where required and taking decisive action in the case of unsatisfactory performance.
Other Responsibilities: Carries out any other duties that may be assigned by the Supervisor within the competencies required by the job. Provides support and assistance to the CO outside regular hours as and when required. Dealing with Problems: Responding to multiple demands from various customers. Being updated on ICT strategies in the changing business world specifically in development organizations. Working effectively with multiple cultures and languages.
Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.
KEY RELATIONSHIPS Communications and Working Relationships: Internal contacts: Position DCDO All Staff Communication Manager ICT Assistants
Reasons for contact For guidance and to take approval to carry out day to day activities. To provide training on all the corporate software and other new software. To provide technical support for campaigns and press conference. For supervision, coaching and mentoring.
External contacts: Position Reasons for contact
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Level (high, medium, low) High Medium Medium High
Level
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Vendors
For all hardware and software purchase
(high, medium, low) Medium
TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE Graduate in relevant degree and 5+ yrs. relevant implementation, technical, and/or supervisory experience, or demonstrated equivalent combination. Depth and breadth of knowledge of Plan’s global and national strategies and policies. Ability to communicate effectively and authoritatively on area of expertise. Ability to develop effective working relationships across a network. Strong team building and team working skills. Professional ICT skills. Very good working knowledge of English, Sinhala and Tamil is essential.
Core competencies Understanding Plan: Understands the role of Plan and context in which Plan works. Leadership: Cultivates an environment where people are confident to take the initiative, be innovative and learn new ways of working. Communicates effectively: Adopts an appropriate communication style when communicating with the whole range of colleagues, partners, children and communities; exhibits active listening and effective feedback; ability to clearly and convincingly express thoughts and ideas in written and verbal form. Management: Manage resources (staff, budgets and work) to deliver results to agreed quality standards; able to apply planning-leading-organizing-controlling skills. Positive team style: Adopts a team style which adds value to work and reinforces good working practices. Participatory management: Has faith in one’s own ideas and capability to be
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Level Proficient
Knowledgeable
Proficient
Proficient
Proficient Proficient
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successful and a willingness to take an independent position in the face of opposition. Has the ability to keep functioning effectively when under pressure and maintain self-control in the face of hostility or provocation. Demonstrates concern that one be perceived as responsible, reliable, and trustworthy. Is open to different and new ways of doing things; is willing to modify one’s preferred way of doing things. Child protection awareness: Demonstrates an understanding about the Child Protection Policy and compliance, applies the possible Proficient protection measures within the scope of job, and provides inputs for strengthening child protection measures. Functional competencies Preparing information for advocacy: Identifies and communicates relevant information for a variety of audiences for advocating Plan’s mandate. Identifies and communicates relevant information for advocacy for Plan’s goals for a variety of audiences. Building strategic partnerships: Maintaining a network of contacts. Analyses and selects materials for strengthening strategic alliances with partners and stakeholders. Establishes and nurtures positive communication with partners. Learning and knowledge sharing: Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things Conflict Resolution: Correctly identifies the causes of conflict and fosters joint problem-solving using effective negotiation and mediation skills. Facilitation skills: Effectively handles discussions with a focus on both groups and individuals to enrich participants’ understanding of particular subjects or situations, understands process and can diagnose group needs and intervenes accordingly. Solutions focused: Effectively analyses information and provides effective and quality assured solutions. Technological savvy: Understands and uses different technological resources (computer, multimedia, internet, software). Demonstrates the attitudes of: Integrity, transparency, proactive stance.
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Proficient
Aware
Knowledgeable
Proficient Proficient
Proficient Proficient Proficient
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Respect for gender equity. Adherence to child rights.
PLAN INTERNATIONAL’S VALUES IN PRACTICE We are open and accountable
Promotes a culture of openness and transparency, including with sponsors and donors. Holds self and others accountable to achieve the highest standards of integrity. Consistent and fair in the treatment of people. Open about mistakes and keen to learn from them. Accountable for ensuring we are a safe organisation for all children, girls & young people
We strive for lasting impact
Articulates a clear purpose for staff and sets high expectations. Creates a climate of continuous improvement, open to challenge and new ideas. Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises. Evidence-based and evaluates effectiveness.
We work well together
Seeks constructive outcomes, listens to others, willing to compromise when appropriate. Builds constructive relationships across Plan International to support our shared goals. Develops trusting and ‘win-win’ relationships with funders, partners and communities. Engages and works well with others outside the organization to build a better world for girls and all children.
We are inclusive and empowering
We empower our staff to give their best and develop their potential We respect all people, appreciate differences and challenge equality in our programs and our workplace We support children, girls and young people to increase their confidence and to change their own lives.
PHYSICAL ENVIRONMENT Based at CO with at about 25% travel to programme offices.
LEVEL OF CONTACT WITH CHILDREN High level
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