ROLE PROFILE Title
Transformation Manager
Functional Area Reports to Location Effective Date
Management and Administration Country Director Colombo Travel required September 2019 Grade
40% D1
ROLE PURPOSE To accelerate process of transformation and improve efficiency in operations mainly admin and logistics with focus on engaging people and helping to embed and grow a values and performance based culture. Provide advice and expertise to Country Director and scenario Managers to lead organizational change and transformation ensuring overall consistency with Plan International’s strategy.
DIMENSIONS OF ROLE: Under the guidance and supervision of Country Director, the Transformation Manager leads and manages the transformation as well as admin/logistics and procurement in country and is a key player in the delivery of all activities prioritized during the transformation process. The Transformation Manager will be a member of PISL Country Management Team and based in the country office with frequent visit to field offices.
ACCOUNTABILITIES Facilitates and guides the development of comprehensive, viable and scalable organization designs - to combine and increase reach and impact for children, especially girls. Facilitates leadership and skills’ appreciation, supporting leaders in strengthening the capability of leaders and key skill groups that are critical to organizational transformation. Facilitates the embedding of Plan International’s culture and values throughout the organization. Works with leaders to develop business cases for change, using Plan International’s agree methodology. Coordinates and guides the development of implementation plans to enable timely transitions, providing reports on progress, risks and risk mitigation to country management. Actively participates in gathering and disseminating lessons learned, facilitating the transfer of learning/experience between countries and across regions. Works to increase individual and organizational change capability and ensures people are engaged with change, to accelerate and embed the adoption of change. Lead performance management of admin and logistics team as per PISL procedure and monitor performance. Works with programme team to ensure strong integration of admin/procurement with delivery. Provides support and advices in the effective use and management of resources, processes and procedures for the offices of Plan International Sri Lanka. Supports the Country Director with government relationships and contacts related to permits for operations in Sri Lanka. Oversees the preparation, submission and monitoring of reports required by the Government on a regular basis
Whilst the core of the role is in managing transformation, the post holder will also oversee a small administration team, their core responsibilities are as follows and the post holder would thus have an oversight role in these areas: Manages lease/rental contracts, communication services including mobile phones, security services and insurance policies for the offices of PISL.
Ensure that Plan assets and facilities are insured as per Plan policy and procedures laid down in the global operational manual. Oversees domestic and international travel services for staff business travel to ensure it is timely, high quality and cost efficient and in line with Plan’s policies and procedures. Manages the procurement of all goods and services for the CO and PU’s as per Plan policies and procedures and ensures value for money and timely delivery. Ensures appropriate procurement control processes, procedures and systems are in place, adhered to and staff are trained on them. Responsible for anti-terrorism check/ screening for suppliers. Maintains and establishes relationships to external stakeholders eg; suppliers, contractors and service providers to ensure value for money and control. Ensures the occupational health and safety of Country staff in close cooperation with other departments. Monitors the implementation of related government regulations for workplace safety (e.g. fire exits, building maintenance, electric installations) Leads completion, submission and filing of quarterly and annually corporate reports related to logistics and procurement, annual Legal survey, quarterly travel report, quarterly property report, annual insurance survey.
Dealing with Problems: o Being highly organized and accurate at all times. o Responding to multiple demands from various stakeholders and internal and external customers. o Being updated on Legal, Tax and other HR compliance requirements in the changing Labour Market situation o Working effectively with multiple cultures and manage diversity within the organization.
OTHER RESPONSIBILITIES: o o
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.
Child Protection, Gender Equality and Inclusion 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 Working contacts inside and outside the organization; include the purpose and level (high, medium, low) of the contact Internal contacts: Position Reasons for contact Level (high, medium, low)
CD and Country Management Team Plan Staff
To act proactive role as part of the country management team and ensure support to management in both transformation and admin. To support and provide various human resource services and information.
External contacts: Position
Reasons for contact
Suppliers Government Agencies
To get quotations and supplies. Submission of reports and statutory payments.
High
High
Level (high, medium, low) Low Medium
TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE o o o o o o o o o o o o o o o o o o o o
University degree, preferably in Business Administration, Management, Social Science or similar field At least five years of experience in procurement, logistics and office administration Extensive change management planning and implementation experience, Self-motivated, with high drive to achieve results and able to work with high degree of autonomy. Strong business acumen with an understanding of performance reporting tools and methodologies. Strong influencing and negotiating skills, with well-developed political acumen. Highly credible, with a good track record in tact and diplomacy. Culturally aware – adapts own behaviors/style in light of cultural environment. A skilled coach, with the ability to modulate style to motivate others without direct line management. Ability to clearly articulate messages to a variety of audiences (both written and verbal). High resilience, maintaining a calm disposition and positive outlook when working under pressure. Commitment to the ambitions and values of Plan International. User level knowledge of computer packages (Word, Excel, PP, SAP) Knowledge on contracts management and agreement with public/private institutions, government relations Training/experience in working with administrative systems and processes Capacity to apply PISL rules and procedures Capacity of treating information confidentially Good communication skills; ability to follow instructions accurately and meet deadlines. Ability to read and write local language/s. Good command of English/ Sinhala and ideallyTamil
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 40% travel to programme area.
LEVEL OF CONTACT WITH CHILDREN Low contact or Low level of interaction.