International Institute for Environment and Development. Job Description

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1 International Institute for Environment and Development Job Description Job Title: Responsible to: Responsible for: Main purpose: Project Manager IIED Pulse and Portal Projects Chief Operating Officer Manager Portal Project Over a 1 year period, support the systems integration programme of IIED through: a) Implementation of the IIED Pulse Project in Microsoft CRM b) Completion of the Portal Project in SharePoint The background to this work is given below and summary descriptions of both projects with milestones to be achieved are attached in Annex 1 Key contacts: Internal: Members of the IT, Finance and Communications Team, in particular the Database Services Manager, the Project Tracking Database Manager and Project M&E Officer External: External software consultants Salary: 40,810 44,955 per annum depending on experience (up to 50,746 for exceptional candidates), plus benefits Contract: Location: One year fixed- term contract full time (35 hours per week) Central London office Background to the post The International Institute for Environment and Development (IIED) is a policy research organisation that provides expertise and leadership in researching and achieving sustainable development at local, national, regional and global levels. In alliance with others, we are helping to tackle the biggest issues of our times - from climate change and cities to the pressures on natural resources and the forces shaping global markets. With 113 members of staff working with associates and partners around the world, IIED has been at the forefront of policy-making in sustainable development for over 40 years. In recent years IIED has worked on various initiatives to develop its business management systems including: The Hub from 2009 IIED s contact management system on Iris Donor Strategy (hosted service), the Project Tracking Database from 2011 and the Travel Database from 2012, both in Access 2010, and the IIED Portal from 2012 IIED s intranet and document management system in SharePoint 2010.

2 Since 2013 we have initiated an integration phase to bring the key systems together on a common platform using uniform information architecture. There are 2 major elements: The Pulse Project in MS-CRM (incorporating the Project Tracking Database, the Hub and the Travel Database) The Portal Project in SharePoint The wider purpose of this position is to enable the completion of key aspects of this programme, while delivering the key outputs as set out above and in Annex 1. The postholder will report to the Chief Operating Officer and form a team with the Portal Project Manager. It is anticipated there will be very close liaison with the following: a) IT Services Department, which is responsible for the support and delivery of IIED s IT services portfolio (strategy, design, implementation and management of information systems, infrastructure and services) b) Communications Team, particularly in relation to: o IIED Marketing and Audience Development (which deals with IIED s website, contacts management and publications) o Internal Communications c) Finance Department, which will manage the Project Tracking Database and the Travel Database Key relationships are as set out in the following map: Chris Wilde Chief Operating Officer Liz Carlile Director of Communications Finance Department (in particular the Project Tracking Database Manager) Project Manager IIED Pulse and Portal Projects Andrew Archer Head of IT Services Clair Grant-Salmon Audience Development Manager Dave Nunn IIED Portal Manager Soti Coker Database Services Manager 2

3 Key responsibilities The postholder s key responsibilities are as follows: (1) Project Management Management of the delivery of the CRM and SharePoint Portal/Document management roll out to IIED including management of external Suppliers: o Overall Milestone management & Tracking o Dependency tracking between work-streams across CRM and Portal implementations o Budget control o Risk & management o Change control management - regularly follow-up on the identified action items and projects plans Implement the strategy on a day to day basis with the internal team and external parties Stakeholder management: gain buy-in from key stakeholders across the business. Make proactive recommendations for automated and event triggered communications Plan the lifecycle of the solution and manage the introduction of new versions/releases Coordinate documentation and training activities, building the capacity of others to maintain the system (2) Technical Management It is envisaged that the postholder will be able to understand and if necessary implement technical changes to support the project. The following are technical aspects of the CRM & Portal deployment and a familiarity would be advantageous: CRM Advanced development, this covers: o Plug ins o Advanced Workflows o Business Process Designs o UI Interface requiring Java script development o Bespoke reports o External Portal development SharePoint Document Management, this covers: o Document Meta Data o Business Connectivity Services (BCS) o SharePoint Portal Branding & Design o Document Migrations o Outlook Integration

4 The job description defines the level of responsibility and area(s) of involvement of the post; the details of the duties may change over time and do not form part of the contract between IIED and the post holder. Person specification 1. Essential requirements Academic and professional qualifications First degree in a relevant discipline Further qualification in a subject of relevance to this position (e.g. Prince 2, MS Dynamics SureStep) Relevant knowledge and experience Experience with full lifecycle Microsoft CRM and SharePoint implementations Broad technical experience of SharePoint and databases and CRM systems including excellent knowledge of the Dynamics CRM product Resource management experience leading a team to support end users Leading a team and managing third party suppliers in the development and roll out of a new software system Identifying and using data sets Integration experience Key skills Proven ability to gather, review and edit requirements, specifications and processes A positive, proactive and can do attitude Excellent verbal and written communication skills to build effective relationships in a challenging and multicultural environment to convey complex technical messages in a clear, concise and effective manner to a variety of audiences across all departments. Excellent knowledge of business software including SP, MS-CRM, spreadsheets (Excel), word processing (Word), communications packages (Microsoft Outlook) and the Internet Excellent personal organisational and time management skills to work to deadlines in a challenging and high pressure environment Ability to be adaptable and flexible, prioritise work effectively and balance conflicting demands and changing priorities without close supervision Ability to work on own initiative and as part of a team, building the capacity of less experience team members 2. Desirable requirements A good general grounding in politics and current affairs and an interest in and understanding of the issues involved in sustainable development. Experience in the voluntary/public sector 4

5 3. Behavioural competencies The top four most important behavioural competencies that will apply to this role are shown below. This does not mean that others are not important but these are the most important for this particular role. At Grade 3 postholders would be expected to demonstrate all 11 competencies at level 2/3. Competency Description Level required Communicating with Impact Delivering Excellence Develops Others Empathy The ability to influence, negotiate, build awareness and create credibility with others through the use of clear and effective communication. A concern for delivering high quality work and improving performance. Consistently looks for ways to add value to colleagues, partners and stakeholders. Level 2 Level 2 Flexible Thinking Information Seeking Initiative Integrity & Commitment Leading Others Understands Context Working Collaboratively Demonstrates a commitment to the values of IIED and acts in the best interest of the organisation and its partners / stakeholders. A desire to work cooperatively with others to maximise the effectiveness of IIED, build knowledge Level 2 Level 2

6 and understanding and minimise duplication of effort. 6

7 Annex 1 A. Description of the Pulse Project and milestones to be achieved Governance and Communication of Project Setting up Pulse project group Liaison with IT to deliver suitable platform and data security Identification of key staff and agreeing responsibilities Setting up user community Arranging training and support for database managers and users Identification of external support Developing user manuals and advice Issues Log Communication of project to IIED staff including Pulse Newsletter BY MAY 2014 Project Implementation 1. Deliver IIED s requirements under Phase 1 of the Pulse project incorporating the Project Tracking Database (as described in the Contract with Crimson dated 12/11/13), based on CRM utilizing Microsoft Dynamics CRM 2013 for the Project, Research & Communications teams across IIED organization (in-line with current Access DB functionality version 2.12) BY MAY Plan, Negotiate and agree Phase 2 of the Pulse Project in Microsoft Dynamics CRM 2013, covering Core Marketing database, Marketing & Event Management, Import & Cleanse/De- Dupe of data from the existing Hub database, Cazoomi sync apps integration for marketing integration (constant contact/ mail chimp), Event registration page displayed within existing website (drupal) and linked to and managed from Microsoft Dynamics CRM and End User Adoption understand business development strategy aligning technology to roles & responsibilities BY DECEMBER 2014 (dependent on availability of funding to start process by April 2014) 3. Plan, Negotiate and agree Phase 3 of the Pulse Project in Microsoft Dynamics CRM 2013: Travel & Expenses database to support Travel & Expenses management, including, Import & Cleanse/De-Dupe of data from the existing database, and End User Adoption aligning technology to roles & responsibilities BY MARCH 2015 (dependent on availability of funding to start process by January 2015) B. Description of the Portal Project and milestones to be achieved Governance and Communication of Project Management of (monthly) Portal Group (consisting of Portal Manager, COO, Director Communications, Head of IT, Head of HR) Creation of reference materials including Documentation Manual & written piece on how to use and position the Portal Governance Overview Issues Log

8 Communication of project to IIED staff including Portal Group Newsletter ALL ONGOING Project Implementation Migration: Complete the migration process to date Completed: Communications, HR, Natural Resources In process: Human Settlements and Partnerships To complete: Sustainable Markets, Climate Change, Finance, Other Core Departments BY JUNE 2014 Platform and Hosting issues BY MARCH 2014 Information Architecture 1. Content Types finalised 2. Activity Types finalised 3. Themes Finalised (Metadata types) BY MAY 2014 Full training programme itemised with timetable, resourcing and rolled out. ONGOING Integration with Crimson Project BY JUNE 2014 Plan for Interface Development TBA 8

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