INTERIM ERP SYSTEM ADMINISTRATOR JULY 2017

Linking local priorities and global challenges

Interim Enterprise Resource Planning (ERP) System Administrator Job details

Group Finance Reports to Interim Finance Director (ERP Project Manager) Responsible for n/a Purpose of job To provide systems administration support for the ERP implementation project, including configuration and report development.

Internal: Finance Team; ERP Project Team; OMT & COG Main contacts External: ERP suppliers (Access & Crimson)

Contract type Fixed term Duration Six months Hours Full time Location Central London Grade and salary c£34-36,000 (G5, SP7-9)

Context

IIED is a policy and action research organisation. We promote sustainable development to improve livelihoods and protect the environments on which these livelihoods are built. We specialise in linking local priorities to global challenges. IIED is based in London and works in Africa, Asia, Latin America, the Middle East and the Pacific, with some of the world’s most vulnerable people. We work with them to strengthen their voice in the decision-making arenas that affect them — from village councils to international conventions. IIED is transforming the way in which it manages and shares information in 2017/18. Part of this change is the implementation of an enterprise resource planning system (Access) which will replace the existing finance and HR systems, and implement project management software. The Interim Systems Administrator will work to optimize the use of the new software, making sure our systems and processes are working optimally, working through errors and omissions and fixing them, and then fixing the root cause. The Interim Systems Administrator will develop a broad knowledge of the software and will ensure that the integrity of the system framework and that data relationships across all the modules of the systems are maintained. This role is based in the Finance Team, and will provide systems administration support in a number of areas, including: configuration of the system (appropriate training will be provided if necessary); report development; user acceptance testing (UAT) coordinator; data management, upload and extraction; and some end user training. This will be a varied role and will provide someone who enjoys systems development with a wide range of activities on a significant systems change programme.

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Main responsibilities

Areas of responsibility (approximate %) 1. Planning and organising (30%) • Arrange and/or support internal ERP workshops and activities, collate and record relevant information and documentation and gather feedback from participants for improvement. • Provide substantial inputs to the preparation of ERP programmes, plans and reports. • Draft or assist with drafting progress updates and reports for the ERP project. • Design, develop, manage, monitor and report on system administration activities. • Coordinate evaluations to recommend improvements to the ERP. • Plan and prioritise own work activities, responding to manager’s requirements in addition to own responsibilities, to ensure operational efficiency. • Manage personal administrative tasks related to own work. • Prepare documentation for audits and financial reporting of own projects and activities.

2. Programme & Colleague Support (30%) • Provide training to colleagues on the ERP system. • Resolve issues and queries independently; provide advice and recommend alternative courses of action including escalation if unable to assist. • Act as a filter for issues / problems referred to supervisor / manager. Take on and carry out delegated responsibility as appropriate to provide immediate support or problem resolution. • Maximise service quality, efficiency and continuity through delivering a range of support tasks, advising and assisting colleagues on specific operational and technical matters. • Set and monitor objectives and standards within own area of work. • Manage relationships and communications with internal service users and third-party suppliers

3. Analysis, reporting and documentation (25%) • Apply an understanding of the Access system to research, collate, organise and edit information, and/or to answer related questions and queries. • Perform detailed manipulation, analysis and/or evaluation of specialised information, identify and prioritise issues for further investigation and prepare reports to support decision making by the ERP Project Manager. • Prepare documentation, information and findings and circulate them to ensure awareness of key issues or data

4. Contributions to institutional life (10%) • Participate in or lead group and cross-organisational activities as required to develop the ERP processes and reporting • Attend the IIED-wide coordinators and core group (COG), as required.

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Person specification Skills and experience Essential Desirable Qualifications Graduate degree and/or relevant professional qualification Knowledge Accounting knowledge Comprehensive knowledge of policy, legislation, work practices and procedures relevant to own role Good understanding of finance in not for Systems Accountant experience profit sector. Understanding of Prince2 or other project Prince2 Foundation or Practitioner, management techniques approaches Agile. available and some practical experience. Experience in project management systems in a Grant funded environment. Experience Experience of administering ‘mid-market’ Experience of systems ERP systems, or a suite of integrated administration for Access systems. With an excellent understanding (Dimensions & FocalPoint) or similar of data relationships. Exposure and/or experience in supporting a customer relationship management CRM system such as MS Dynamics.

Skills Intermediate Excel skills Experience in building SQL and/or Crystal reports. Good analytical, problem solving/decision making skills; ability to make timely, effective decisions Confident in leading workshops and delivering training to staff at all levels. Very good knowledge of office software (word processing, spreadsheets, presentation software, databases and communications) Fluency in English; effective communication skills, verbal and non verbal

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Behavioural competencies

Competency Description Level required Communicating with The ability to influence, negotiate, build 3: Prepare and use a logical impact awareness and create credibility with approach others through the use of clear and effective communication Delivering excellence A concern for delivering high quality 3: Deliver quality work work and improving performance. Consistently looks for ways to add value to colleagues, partners and stakeholders Developing others Invests time and energy in fostering 3: Provide practical support the long-term learning and development of others. This can involve the provision of practical advice, support, feedback or training to support development Empathy An ability and desire to understand 3: Recognise and understand individuals, how they feel, their thinking emotion and what drives their behaviour Flexible thinking The ability to understand and 3: Adapt own thinking appreciate issues from a wide range of perspectives and adapt one’s thinking and approach based on this Understanding Information seeking A curiosity to find out more about 3/2: Investigate, dig deeper people, concepts and issues. Asks questions to clarify understanding, conducts research or scans the environment for information that may be of future use Initiative Thinks ahead and takes decisive 3: React rapidly action to make the most of opportunities and avoid future issues Integrity and Demonstrates a commitment to the 3: Act consistently with values commitment values of IIED and acts in the best interest of the organisation and its partners / stakeholders Leading others Leads own team and the wider 3: Create the right team organisation, through providing clarity, conditions energy, decisiveness and long-term direction Understanding contexts An ability to understand the 3: Understand formal or informal organisational, political and cultural structure context within IIED and across other organisations / political bodies Working collaboratively A desire to work cooperatively with 3/2: Positive attitude towards others to maximise the collaboration; Seek others’ effectiveness of IIED, build knowledge involvement and understanding and minimise duplication of effort

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