Career Opportunities: Y.O.D.A Project Manager (43905)
The Organisation
Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.
We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected.
Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.
We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.
We have been building powerful partnerships for children for over 85 years, and are now active in more than 75 countries.
ROLE PROFILE
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Title |
Y.O.D.A Project Manager- CO |
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Functional Area |
Business processes [Project Management, Supply Chain Management, Finance and MERL]. Project Management- Readiness, Strengthening & Deployment |
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Reports to |
Head of Operations |
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Location |
CO |
Travel required |
30-40% |
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Effective Date |
1st August 2022 |
Grade |
E |
role PURPOSE
The Organisation
Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.
We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected.
Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.
We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.
We have been building powerful partnerships for children for over 80 years, and are now active in more than 70 countries
The Opportunity
Plan International is going through a major technology and business transformation programme named Programme Y.O.D.A (Your Organisation’s Data and Analytics), through this we are changing our Enterprise Resource Planning (ERP) solution; revising our processes and working practices in relation to Finance, Grants, Programmes and Projects, and Supply Chain. Our new ERP solution will strengthen our business processes, leading to a more data driven and transparent organisation, which in turn, will increase our efficiency, sustainability, effectiveness and impact for girls.
Y.O.D.A integrated systems (D365, PMERL and the Data Warehouse), will allow us to carry out our end-to-end business processes in an integrated way and will provide data that will enable us to become more data driven and transparent.
Plan International Rwanda requires an experienced Business / Project Manager to project manage the Y.O.D.A change process -Readiness, training and to lead the strengthening our business practice during the pre-deployment, deployment and post-deployment phases of the implemetation of the above Y.O.D.A integrated systems in the Country (CO).
The purpose of the Y.O.D.A Project Manager- CO is to collaboratively develop and manage the execution of the detail plans for all aspects of the deployment of the Y.O.D.A integrated systems (D365, PMERL and the Data Warehouse) into the CO, including:
- Training
- Data preparation
- Communication
- local configuration
- Control and go / no go decision
- Reporting of progress to the country management team, and to the RH and GH stakeholders in collaboration CO business owners [MERL, Finance, Grants, Programmes and Projects, and Supply Chain]
This role is based in the CO and reports to the Head of Operations
Dimensions of the Role
- Support the CO to maximise the benefits of Y.O.D.A
- Plan International is currently using SAP system and planning to transition to a new Cloud-based ERP system within the next 1-2 years. This role will work closely with CMT, RH and GH stakeholders in collaboration CO business owners, through ERP & PMERL transition.
- Support training & capacity building for the CO of the new ERP and PMERL system.
- Overall, help drive operational excellence for the various CO functions.
- The role has no budget management responsibility and no direct reporting
- The remit of the role the Country office nnd Program Units.
- This is a key role in supporting the CO in the maintenance of data quality / cleansing in readiness for the roll-out of the new ERP.
Accountabilities
1. Programme Y.O.D.A CO Change Champion – Working closely with the Programme Y.O.D.A CO Change Champion:
- Act as the key contact and liaison between the CO and MEESA and the rest of the organisation and external vendors regarding the Y.O.D.A. systems rollout.
- Advocate for and promote change within the Country Office
- Communicate the change and how it relates specifically to the Country Office and functions within the Country Office
- Engage CMT and relevant staff in activities designed to help them prepare for, implement and sustain the change using the established Y.O.D.A toolkit,
- Ensure relevant staff in business areas are aware of engagement opportunities, such as the opportunity to attend virtual focussed sessions.
- Provide regular up-dates and ensure all CO staff receive monthly email up-dates
- Identify and provide feedback, challenges and ways to improve
2. Y.O.D.A taskforce- As (or working closely with) CO change champion, ensure that the CO Y.O.D.A taskforce is set up to strengthen CO engagement. These taskforce will also work to ensure the country office meets deployment readiness criteria and staff are prepared for the new Y.O.D.A systems and adopt revised processes and ways of working.
- Disseminate information to functional staff based upon global updates
- Provide strategic leadership and support in the roll out of the new ERP and MERL systems
- Convene meetings with the taskforce members as needed
- Develop detailed plans for how CO will prepare for the new systems and for changes in business functions and include these in the Annual Plans and Budgets.
- Develop a workplan and detailed implementation feedback of the new ERP
- Develop a risk register to track and effectively monitor any CO specific risk impacted by the new ERP
- Develop a workplan for data cleansing and provide oversight over current data cleansing processes needed to successfully retire SAP
- Prepare and submit readiness reports periodically. Provide feedback on readiness.
- Adapt and design effective communication tools and mechanisms such as infographics and visual aides to facilitate awareness raising among staff and meaningful engagement
- Develop mechanisms for robust upward feedback to the ERP change partner and champions
3. Manage the Y.O.D.A change process -Readiness, training and to lead the strengthening our business practice during the pre-deployment, deployment and post-deployment phases of the implemetation of the above Y.O.D.A integrated systems in the Country (CO).
Manage Pre-deployment tasks and activities:
- Communication with stakeholders – Working closely with COMMs ensure CO has have had a systematic approach to Communications & Engagement throughout the entire Programme Y.O.D.A process
- CO leadership taking ownership of readiness, deployment, adoption & sustained changed
- CO adoption of SCM & Finance processes and Project Management best practice
- CO plans in place for deployment & sustained change
- Capacity and capability for (i) Y.O.D.A systems deployment and (ii) sustained change
- All relevant staff are informed about Programme Y.O.D.A
- Staff have completed all relevant Stage 1 & 2 pre-requisite modules prior to training
- Data cleansing – Data quality maintained. Ensure as part of the CO readiness activities that: Data is cleaned and quality maintained. Develop and mainitain a practical SAP data-cleansing framework and process for the CO in all critical areas, i.e. Finance, Grants, Projects and Procurement in close liaison with the business leads in these areas.
- Interim processes – identifying and implementing- Lead and coordinate Y.O.D.A pre-deployment assessment process to help understand what needs to be done before deployment in the CO, the type of support the CO might need and inform the CO roadmap for readiness.
- Localisation – In collaboration with the GH teams, promote the capabilities of the integrated Y.O.D.A systems in relation to the business processes [Project Management, Supply Chain Management, Finance and MERL] and coordinate the collection of feedback from CO colleagues.
- Planning – Coordinate CO readiness and strengthening in the Project Management, Supply Chain Management, Finance and MERL functions and ensure that a gap analysis based on the minimum requirements is conducted to inform the Country’s roadmap to get ready to start the deployment process.
- Provide inputs to the finalisation and implementation of a new global ERP system (Y.O.D.A) in the CO, in collaboration with CO business managers and leadership.
- Training and capacity building- Collaboratively prepare plans for users’ capacity building to manage Y.O.D.A systems in an effective and consistent way. Ensure that an effective and efficient training process is in place to provide comprehensive learning to all users in the CO. Ensure such training is kept up to date throughout the rollout cycle.
- Planning Project Resources: Prepare a feasible CO Y.O.D.A. systems (including ERP) rollout plan that achieves the goals and objectives of the project and aligns with Plan International’s overall strategy and operational excellence objectives. The plan will define the project’s scope and determines the resources available, estimating time and financial commitment, as well as how to monitor and report on the project’s progress.
- Infrastucture- Ensure infrastructure in place (internet capability, user hardware, connectivity and power) ready for new systems and training)
- Establishing local support mechanisms- Support relevant Country Office teams to develop and manage the various relationships that are necessary for the smooth transition to Y.O.D.A. systems prior to, during and after deployment.
- User provisioning – Coordinate the COs formation of project teams: Provide advice and guidance to CO Y.O.D.A. systems in identifying the right project team CO Y.O.D.A. systems (including ERP) rollout. Provide best practice advice to CO on the critical tasks, deadlines, tools, approaches and processes required for rollout success.
- based on impact assessment, readiness checklist and model- Advocate for best practice approaches to the reallocation of staff, financial and other resources, as required, to avoid imbalances between ongoing work and the project.
- Communication and readiness checklist review meetings – Develop sign-off processes, tools and documentation for each key project milestone / stage. Ensure the socialisation of the key indicators required for each milestone to CO Project Team.
3.2 During Deployment – Go live/cut ove, manage:
- Interim processes – closing off
- User provisioning – refinement and correction of roles
- Data audit/ set up/ correction- An important part of readiness for the Y.O.D.A systems deployment is ensuring we have clean data ahead of data migration.
- Local management of cutover
- Local support (functional & IT) of deployment process
- Communication and readiness checklist review meetings
- Communication with stakeholders and suppliers- Generate timely communications / project updates to all stakeholders in the CO on ongoing project progress and critical milestone status.
- effective system that allows stakeholders and CO to provide continuous feedback on project progress and any current or potential issues.
3.3 During Post deployment – post go live, coordinate,
- Adoption of MERL functionality of PMERL
- Support Business to teams to work in the Y.O.D.A system in a fully informed, transparent and effective manner
- Local support (functional & IT)
- Data quality monitoring
- Needed Supplementary training
- Ensure that a current and updated Issue Log is maintained and all reported items are resolved or escalated in time. Offer viable solutions and opportunities as they arise.
- Implement and maintain a knowledge management log that captures key learnings from the entire rollout cycle. Facilitate the creation of reflection platforms within CO to inform future projects of a similar nature. This documentation, along with all paperwork, must be collected, signed off on and archived by the end of the project.
4. Safeguarding
- Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded 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
This post interacts within the Country Office Program Y.O.D.A Management team / Change team, CO Busines teams, CO Leadership, CO Staff, Y.O.D.A Project Manager- MEESA, Regional teams and Global Y.O.D.A teams. This requires the building of good working relationships with staff from CO leadership to Program Unit level.
Technical expertise, skills, and knowledge
Technical expertise and knowledge
Essential
- Educated to degree standard relevant to managing any of IT, Project Management, Supply Chain Management, Finance and MERL functions.
- Proven project Management experience
- Experience of working preferably using ERP systems
- ERP/ SAP knowledge on business use.
Desirable
- Knowledge of ERP system processes across functions
- Experience in supporting PUs is resolving busines process issues.
- Experience of rolling out systems and business processes.
- Proficient with Excel and Power BI.
skills
- Strong analytical and problem-solving abilities.
- Able to develop appropriate guidelines, tools and templates for improved project management and implement them at scale.
- Able to develop global guidance that is simple and practical for colleagues to understand and use.
- Able to analyse large amounts of data and generate powerful reports and information from them.
- Communicating complex technical project management concepts and terminology in simple language to non-experts. Writing in plain English.
- Strong collaboration skills, able to build cooperation and negotiate compromises.
- Strong attention to detail.
- Proven experience of using online technology for communication and learning.
- Fluent in English
Behaviours
- Listens to and consults with others with genuine curiosity and interest to learn.
- Co-creates with diverse staff across the organisation.
- Demonstrates genuine curiosity and enthusiasm to find win-win solutions when facing challenges and ambiguity.
- Facilitates joint understanding and the development of good practices.
- Inspire trust and support from others.
- Promotes continuous improvement, innovation, and learning.
- Takes responsibility for achieving significant results.
- Able to build rapport with wide range of groups.
- Demonstrably committed to Plan’s goals and values.
- Committed to child safeguarding.
Plan International’s Values in Practice
We are open and accountable
We create a climate of trust inside and outside the organisation by being open, honest and transparent. We hold ourselves and others to account for the decisions we make and for our impact on others, while doing what we say we will do.
We strive for lasting impact
We strive to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. We challenge ourselves to be bold, courageous, responsive, focused and innovative.
We work well together
We succeed by working effectively with others, inside and outside the organisation, including our sponsors and donors. We actively support our colleagues, helping them to achieve their goals. We come together to create and implement solutions in our teams, across Plan International, with children, girls, young people, communities and our partners.
We are inclusive and empowering
We respect all people, appreciate differences and challenge inequality in our programmes and our workplace. We support children, girls and young people to increase their confidence and to change their own lives. We empower our staff to give their best and develop their potential.
Physical Environment
Typical office environment but role requires traveling occasionally.
Level of contact with children
Low contact: No contact or very low frequency of interaction.
Location: Country Office
Type of Role: Project Manager
Reports to: Head of Oparations
Grade: E
Closing Date: 07/07/2022
