Terms of Reference: IT & Digital Operations Manager

Job Description  

The Global Buildings Performance Network (GBPN) is a globally and regionally focused non-government not-for-profit organisation whose mission is to provide policy expertise and technical assistance to advance building energy performance and realise sustainable built environments for all. With team members located around the world in Indonesia, India, Australia, and Europe, GBPN brings over 10 years of knowledge and innovation to sustainable building policy reform. With every project, governments leverage our intellectual capital, our experience, analysis, evidence and our network.

GBPN’s goal is to contribute to the building sector achieving its full energy savings and CO2 mitigation potential of more than 2.1 Gt by 2030. To do that, GBPN assists governments and industry to implement climate change actions in their building sectors that help achieve their commitment to the Paris Climate Agreement and Sustainable Development Goals (SDG).

Context & Reason for the Hire

Over the past three years, GBPN has experienced rapid organisational growth and expansion of services. With an ambitious growth plan in place, we aim to continue this trajectory of scale into the next few years. Our operating structure is also quite unique with a hybrid employment structure including independent consultants and local employees. Therefore, to support our growth and operations, we are now hiring an IT and Digital Operations Manager. This position will play a critical role in helping to evolve our digital sophistication, including support decision making and project management of activities relating to digital tools – what we use and how we use them. They will be responsible for setting up the right measures to ensure the  security, confidentiality  and integrity of our systems and data and support the streamlining of processes across our global operations. This is especially important as we become a more decentralised organisation. 

This role is ideal for someone who has strong strategic knowledge but who also has a hand-on approach, is a motivated ‘doer’ and enjoys executing operational tasks.  If you are excited by the opportunity to join an organisation with the ambition to become a leader with first-class systems and processes, this role is for you.

Scope of Work

The IT and Digital Operations Manager will be responsible for managing  GBPN’s IT infrastructure and the operations of our digital platforms, ensuring smooth operational processes across the organisation. A key responsibility will be to set-up and manage the security of our systems, implement measures to ensure protection against data breaches, cyberattacks  and oversee our compliance with GDPR. An important note is that despite GBPNs global operations, we are a French/EU base registered location and thus compliance, with GDPR, is expected there. Additionally, we are in the process of opening independently registered offices in Indonesia and India, where local compliance will also be required. The IT and Digital Operations role will source and serve as the primary point of contact for an external IT vendor to support IT operations. They will also act as the primary liaison between internal teams and our digital platform contracts. They will  support the organisation with digital product development, including assisting with writing technical briefs, selecting suitable digital products to meet our needs and overseeing external agencies to customise them. They will  develop and implement an It & Digital Toolkit, including policies and standard operating procedures (SOPs). They will provide training to team members on SOPs, ensuring that all digital tools and platforms are optimised for efficiency and effectiveness. The IT and Digital Operations Manager will be a valuable team member to the Operations team and across the organisation, playing a primary  role in evolving our digital sophistication and transformation.

Key Responsibilities

• IT Infrastructure and Vendor Management :
  • Source an external IT vendor to support GBPN to manage its specific and defined  IT needs.
  • Manage the relationship with our  selected IT vendor, overseeing operations and ensuring duties are implemented with efficiency and best practices.
  • Troubleshoot and resolve low level internal IT-related issues with the team, in a timely manner.
  • Coordinate with external IT vendors for required  support, maintenance, upgrades etc.
  • Manage any project timelines, deliverables, and troubleshooting with the external vendor.
• Digital Platform Management :
  • Manage and optimise GBPN’s digital platforms, including website and collaboration tools.
  • Manage the relationships with our digital platforms providers.
  • Support with digital product development, including assisting with writing technical briefs, selecting suitable digital products and overseeing external agencies to customise them.
  • Ensure that digital platforms are user-friendly, up-to-date, and aligned with organisational needs.
• Operational IT & Digital Toolkit Development :
  • Develop, document, and implement an It & Digital operations Policy and Standard Operating Procedures (SOPs).
  • Ensure that SOPs are followed and updated regularly to reflect best practices and organisational changes.
  • Train team members  on SOPs and provide ongoing support for adherence.
• Program Management : 
  • Lead and implement  IT and digital projects from initiation to completion.
  • Ensure projects are delivered on time, within scope, and within budget.
  • Collaborate with cross-functional teams to ensure that IT and digital initiatives align with organisational goals.
• Continuous Improvement : 
  • Identify opportunities for improving IT and digital processes and platforms.
  • Stay informed on industry trends and emerging technologies to keep GBPN’s IT and digital operations at the forefront of innovation.
  • Recommend and implement new technologies and practices to enhance efficiency and effectiveness.

Qualifications and Experience : 

• Bachelor’s degree in Information Technology, Computer Science, or a related field.
• Minimum of 7 – 10  years of experience in IT management, digital operations, or a related role.
• Strong knowledge of IT infrastructure, digital platforms, and cybersecurity best practices.
• Proven experience of working at both high-level strategy and detailed execution.
• Proven experience in stakeholder and vendor management.
• Excellent project management skills, with the ability to manage multiple projects simultaneously.
• Strong analytical and problem-solving skills with a proactive and solution-oriented mind-set.
• Excellent communication and interpersonal skills, with the ability to collaborate effectively with internal teams and external vendors.
• Experience of  developing and implementing policies and standard operational procedures.

Preferred Qualifications and Experience :

• Experience working in a non-profit or international organisation, and multi-offices.
• Certifications in IT management, project management, or related areas.
• Experience of  developing and implementing training is a plus.
• Experience working with a digital marketing team will be beneficial.

Conditions

• Candidates should have the ability to work remotely with a suitable home office set up.
• Ideally, the role should be based in a location to support time zones across the continent of Asia, Africa and EU; however other locations will be considered.
• The successful candidate must be fluent in English.
• While the organisation prioritises the wellbeing of its team members, flexibility will be required at times, to support multiple time zones.
• The candidate will have the ability to operate as an independent Consultant

• Place of Work :                         Remote (at home)
• Anticipated start of work :  November – December 2024
• Duration :                                    1+ year of contract until December 2025 – 3 days per week. Opportunity to renew subject to available funding

Direct report

In this role you will be reporting to the Head of Operations and be a member of the Operations team, which includes Programmes, Global Networks, Knowledge and IT & Digital Operations.

How to Apply

Email proposals by 5pm GMT on 18th October 2024 to: careers@gbpn.org (include IT & Digital Operations Manager in the email subject line).

Please provide:

1. Your CV and a cover letter detailing qualifications to perform the role, including relevant experience, and description and/or links to similar assignments. The letter should also indicate your preferred start date and fee.
2. Your professional Bio (optional)
3. List of references and their contact details.

• Only shortlisted candidates will be contacted
• The position will be filled as soon as a suitable final candidate is selected