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The BOM (Business Operating Model) programme represents a substantial and critical change vehicle that is integral to delivering the One Plan One Goal strategy. It will help make Plan a more relevant well-coordinated collaborative organisation, delivering increased and effective programmes, supported by more resources flowing through to programmes. It is inherently complex, with a significant number of moving parts and interdependencies, hence the need for experienced project managers to drive forward the changes. Currently, the BOM programme architecture encompasses 13 workstreams, supported by Programme Management Office (PMO) and Communications resources. Workstreams will provide both individual and integrated contributions towards the overall objectives of the Programme, so it is important that Project Leads understand the highly collaborative nature of the work required. Sponsorship Re-engineering – To develop and execute KPI’s and processes that monitor and ensure child sponsorship donor commitments are met both in terms of communication commitments to sponsors and inclusion/participation commitments to sponsored children.
Main Responsibilities:
- Overall responsibility for the successful initiation, planning, design, execution, monitoring, controlling and closure of the BOM workstream; managing deliverables and milestones in order to do so
- Creating trust and confidence amongst the workstream Sponsors, working resources, reference group (where used) and stakeholders (individuals or groups from across the NOs, COs, ROs, IH, IB or MA) about delivery of initiative objectives to time, budget and quality
- Providing management, guidance and support to any working resources, keeping them motivated and focused on Programme objectives
- Working with other Project Leads to identify and manage constraints and interdependencies; as well as coordination on delivery and communication approaches to the wider organization in order to avoid confusion or duplication
- Identification, requesting and management of resources and associated costs
- Working with PMO to identify and resolve issues affecting workstream delivery, as well as to identify and mitigate against material risks, with a view to minimizing uncertainty for the workstream and Programme as a whole
- Working with PMO and Communications to provide consistent reporting and updating of workstream plans, progress, findings and recommendations
Typical Responsibilities - Key End Results of Position:
- To ensure the design and implementation elements of the workstream are achieved on time and in budget, with appropriate consultation with stakeholders. Activities will include:
- Identifying and obtaining resources according to approved project plans and project needs.
- Managing the project and resolving issues arising so there is adherence to the project plan and achievement of the benefits case
- Utilising tools and frameworks to ensure effective project control with a special attention to the following areas: scope, time, quality and costs
- Reacting to changes to the scope of the project, critical project path, resources needed and costs; obtain required approval for these changes
- Reporting accurately on workstream progress against agreed schedule and based on agreed formats and templates.
- To ensure risks are identified and robustly managed (in conjunction with PMO). Activities will include:
- Identifying and managing risks in compliance with the Programme’s risk management approach
- Provide regular risk status updates to the DIF and PMO for escalation as appropriate
- To ensure stakeholders are engaged and work effectively to achieve the workstream and Programme objectives. Activities will include:
- Working with the Comunications Officer to translate the overall Programme communications and engagement approaches to the requirements of the workstream
- Identifying and engaging members of the workstream reference group; maintaining their motivation and focus on results
- To ensure transfer of knowledge within and outside the Programme. Activities will include:
- Participating in visioning, planning, design and execution workshops
- Supporting the Comunications Officer in communicating outputs to relevant audiences
- Collating, documenting and sharing lessons learned
Dealing with Problems:
- Proposing and implementing resolutions to problems that may manifest in relation to a large-scale multi-stakeholder programme affecting different parts of the international organisation. Examples could include:
- Managing conflicting expectations among different stakeholder about potential solutions and the severity of change needed
- Handling different peoples’ views about content and processes in the BOM change approach
- Challenging long-established views, customs, practices or approaches
- Achieving results with teams typically through influencing model i.e. where there may be no direct line management responsibility
- Balancing detail and structure, with the need to be flexible to changing circumstances
- Working collaboratively with other Project Leads and the PMO to ensure early indications of potential issues and potential resolutions
- Identifying interdependencies with other programmes and business-as-usual initiatives, working with the DIF to determine the impacts and interfaces needed to manage these interdependencies
- Identifying and enlisting internal experts who will contribute to the further design and implementation of the change project, defining their roles and responsibilities and overseeing their contributions and on-going support
Communications and Working Relationships:
Internal/ External
- PMO and Communications
- Workstream Sponsors
- Head of Organisational Development & Change Management
- Workstream Reference Group
- BOM Steering Committee
- Key stakeholders within the business impacted by the activities or the outputs of the workstream including within other BOM projects
- Grants team
Knowledge
- The following general elements are required:
- Proven track record of managing large, multi-stakeholder projects; particularly any with a significant change management component
- Demonstrable ability to define a project approach and identify the key factors and constraints
- Knowledge and competence in identifying risks and mitigation processes
- Fluency in Microsoft Office packages (Word, Excel, PowerPoint)
- The following general elements are desirable:
- Experience of working with senior management and/or board members on strategy, planning, design or major implementation projects
- Successful delivery of projects in a multi-national, multi-lingual organisational environment
- Exposure to change management, communications and culture frameworks
- Professional project management qualifications (Prince2, PMP or equivalent)
- Experience in working in an INGO environment
- Fluency in Microsoft packages (Visio, Project)
- The following workstream-specific elements are required:
- Knowledge of financial reporting, systems, standards and structures
- Experience of working with major institutional donors at both capital and field level
- Knowledge of capacity development and knowledge transfer methodologies
Skills
- Strong project management skills, including identification and mitigation of risks
- Strong research, analysis, evaluation and problem solving skills
- Logical reasoning and negotiation – to be able to demonstrate the rationale behind any recommendations and achieve consensus around proposed outcomes
- Outstanding spoken and written communication skills
- Strong influencing and negotiation skills
- Collaborative approach to work, listening actively to stakeholders and adapting to their concerns
- Ability to prioritize competing stakeholder requirements
- Ability to influence others and move toward a common vision or goal
- Time and task management, with professional and organised approach to delivery
- Ability to work under pressure and to tight timescales, with minimal supervision
- Fluency in English, ability to work in French or Spanish an advantage
Behaviours
- Strongly drives delivery forward in workstream; involves others in setting and achieving objectives; creates a strong sense of purpose within workstream, as well as for Programme in conjunction with other Project Leads
- Strategic thinking and innovation: Constantly looking for ways to improve the Programme’s outcomes for Plan. Sees contribution of workstream to Programme and to wider Plan; critically evaluates work effectiveness and searches for better ways of working
- Decision-making and risk management: Sound judgement and decision-making in complex situations; Ability to identify risks in advance of them becoming apparent to others and propose ways of managing them.
- Influence and communication: Being persuasive of aspects of the Programme that might cause disruption or hard choices for managers; can reach out and influence individuals or groups of people
- Building effective teams: Ability to work in an international cross-cultural environment, including sensitivity to different backgrounds; inspiring working resources, especially those in different time zones to operate with motivation and effectiveness
- Developing people: Supports learning and a sense of mutual purpose across workstreams; uses opportunity to develop others
- Self-awareness and resilience: Ability to manage emotions and take steps to manage workplace frustrations constructively; remaining calm and positive under pressure, focussed on achieving the Programme objectives
Location and Travel: Typical Office environment with up to 20% international travel
Type of role: 2 Year Fixed Term contract
Reports to: Interim Director of Change Project Management Team
Salary: Circa £55,000 per annum
Closing Date: Monday 25thMarch
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