Research & Knowledge Management/Plan Academy Officer Woking, Surrey UK

We are currently seeking to recruit a Research & Knowledge Management/Plan Academy Officer.

About the Role

This role will be split between the Research & Knowledge Management Team and the Plan Academy. The purpose of this role for Research & Knowledge Management is to manage the content of Plan’s online Programme Library and physical publications Library at IH, ensuring users can access internal and external programme content to improve our evidence based decision-making, programming and learning. The purpose of the role for Plan Academy is to manage the content of the Academy’s resources, online presence and team support. Dimensions of role: The Research & Knowledge Management and Plan Academy Officer will work in collaboration with the other members of the International Headquarters (IH) Research and Knowledge Management Team and Performance Effectiveness Team and wider IH regional, country and national teams.  S/he has no direct budget or line management responsibilities. The job role of Research & Knowledge Management and Plan Academy Officer is a hands-on position that includes the maintenance of our intranet, Planet, in particular Programmes on Planet and the Programmes Library as well as the Plan physical library, and the Resource Centre of the Plan Academy as well as support for both the Academy and research and knowledge management teams. This will serve the One Plan One Goal strategy as it means Plan will have easily accessible and organized information to ensure greater consistency in practice and enhance learning. TYPICAL RESPONSIBILITIES: For Research and Knowledge Management: Assist in managing Plan’s intranet-based Programme Library Oversee the uploading, approval and document management of final Plan documents to the Programme Library in accordance with Plan’s Document Policy, which regulates document archive rules and the naming convention. Archive documents in accordance with Plan’s Document Policy Ensure submitted and commissioned documents are data-tagged, labelled and uploaded for organisational wide use. Improve access to documents by creating and managing library views. Manage the Programme Library Landing Page Support the network of Programme Library administrators (uploaders) Produce a quarterly usage report and newsletter for Programme Library administrators Recode all programme library documents when the new Document Policy and naming scheme is implemented throughout Plan (after the approval of the knowledge management strategy). Assist in organising and managing Plan’s physical Publications Library at IH Ensure publications (documents, books, journals, guidelines and journals) in the library are catalogued, labelled, categorised and stacked in the Publications Library, and are easily accessible.  Support the promotion and use of new and useful publications to staff at IH Co-ordinate the planet-based list of publications, logging all borrowed and returned publications  Support the ordering and inclusion of new publications Provide administrative support to the management of physical and online development journals Support and work with the Research and Knowledge Management Team Provide ad hoc assistance in researching and identifying new journal and magazine subscriptions, developing document management processes and other library or intranet-related work. Support the Knowledge Management and Learning Coordinator with the promotion of both the Programme Library and physical Publications Library  and provide explanation/training when needed. Support the Knowledge Management and Learning Coordinator with uploading occasional large backloads of documents to the Programme Library in accordance with the Document Policy. For Plan Academy: Assist in organising the Plan Academy Resource Centre Upload new resources/materials and maintain the Academy Resource Centre resources/materials Ensure Resource Centre clients have access to quality; up-to-date resources/materials by ensuring Ensure resources and material in the Resource Centre are catalogued, labelled, and named correctly and are easily accessible. Support and work with the Plan Academy Support the Academy Manager to manage the Academy budget and expenditure and produce a monthly expenditure report thus ensuring that the budget and expenditure information are checked and available for management decisions Support Plan Academy team liaising with other IH teams, NOs and ROs/COs thus ensuring communication and information sharing is effective and efficient. Arrange and document any meetings, including online meetings, of the Plan Academy team ensuring any Academy meetings are accurately minuted and minutes are disseminated quickly Coordinate a monthly update on Plan Academy progress and milestones for sharing widely within Plan. Dealing with Problems: Identify possible breaches in the application of the Naming Convention for the Programme Library and the physical library. A judgement call is needed and ability to identity a solution if possible and what action to take. Identify gaps in submitted materials from other Plan offices and to liaise with Plan staff to gather the needed information. Promptly answer and deal with queries relating to Programme Library on Planet and the physical library in IH. Ability to be able to identify both risks and opportunities therein and to take initiative. Identify problems and deal with them promptly. Communications and Working Relationships: This post holder is expected to work with other Programme staff and other International Headquarters staff plus the Regional CCCD Specialists Collaborate with key internal audiences (i.e.: Programme Library Uploaders and physical library users) Collaborate with the Press & Publishing teams to ensure publications are data-tagged, labelled and kept in alphabetical order in the physical library at IH. Work closely with the Research and Knowledge Management Team to ensure maximum and efficient use of materials. Knowledge, Skills, Behaviors, and Experience Required to Achieve Role’s Objectives: Knowledge Experience of online and physical library management Interest in library management and improvement Good understanding of development trends and Plan’s CCCD approach Previous Administration experience is essential Fluent written and spoken English and excellent communication skills Excel, Word, Outlook and PowerPoint knowledge is essential Knowledge of the NGO sector Skills Ability to be largely self-motivated and disciplined Ability to be able to prioritise competing deadlines and work demands Ability to work with SharePoint Conceptual and strategic thinking Ability to deliver to tight deadlines Ability to build good relations with colleagues and other Plan staff Strong motivational skills  Behaviours Communicates effectively Adaptable Willing to take initiative Attention to detail  Physical Environment and Demands: Generally office-based. Level of Contact with Children: Low contact: No contact Type of role: Permanent Reports to: Head of Research and Plan Academy Project Manager Salary: £25,000 Closing date: 4th February 2013

References will be taken and background and anti-terrorism checks will be carried out in conformity with Plans Child Protection Policy. Plan operates an equal opportunities policy and actively encourages diversity, welcoming applications from all areas of the international community.

Please note that only applications and CVs written in English will be accepted.

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