IT Manager

The International Institute for Democracy and Electoral Assistance — International IDEA is an intergovernmental organization that supports sustainable democracy worldwide. Its objective is to strengthen democratic institutions and processes. International IDEA acts as a catalyst for democracy building by providing knowledge resources, policy proposals and supporting democratic reforms in response to specific national requests. It works together with policy makers, governments, UN organizations and agencies and regional organizations engaged in the field of democracy building.

International IDEA’s notable areas of expertise are: electoral processes, political parties, constitution-building processes, democracy and gender and democracy assessments. International IDEA works worldwide. It is based in Stockholm, Sweden, and has offices in Brussels, New York, Latin America, Africa and Asia.

IT Manager

Main functions of the post:

The main functions of the post are:

To develop a comprehensive IT strategy for the organization, including projection of programmes, time schedules, equipment and cost estimates for short, medium and long term application;
To identify approaches and systems to support IDEA’s programmes and related roles and activities both at headquarters and field offices;
To develop and maintain IDEA’s IT infrastructure at IDEA’s headquarters and Regional/Field Offices;
To develop and maintain IDEA´s mobile communication infrastructure at IDEA´s headquarters and Regional/Field offices;
To ensure information security within all IT and mobile communications related activities of IDEA worldwide;
To ensure appropriate business process support through usage of IDEA´s IT systems;
To provide web development and maintenance including online databases and web page design, style sheets and image work, ensuring websites are searchable and easily navigable.

Duties and Responsibilities:

General, Programme, Managerial and Administrative, as applicable

Under the supervision of the Director of Corporate Services, the incumbent performs the following duties:

Exercises budgetary responsibility for those parts of the IT/mobile communication budget that have been centralised including all IT service contracts. The incumbent will also have an influence on decentralised IT budgets, in particular though providing input to business case development;
Oversees the IT/mobile communication and video-conferencing capital and IT lease equipment replacement plan;
Develops/revises policies, procedures, manuals and other user documentation for IT/mobile communication issues to ensure consistent application of processes and standards, sound controls and checks for clarity for all staff;
Monitors the provision of services provided by the contracted IT/mobile communication service providers and liaise on day to day matters;
Develops cost proposals for contractual services;
Monitors the provision of services provided by the contracted Web Support and Development service provider, and liaise on day to day matters;
Determines which activities should be outsourced and which can be accomplished in-house; Makes recommendations about organizational issues; contracting people and service providers as and when required;
Engages in online database and web engineering, ensuring necessary software updates, advanced trouble shooting, security, compatibility testing, programming, implementation and system integration, video conversion and editing, software customization and training;
Develops and integrates interactive components requested such as advanced filtering, searching, calendars, discussion forums, registration forms etc;
Develops and maintains IDEA's intranet system, providing training for staff as required;
Implements and maintains emergency communication tools for the Institute;
Implements a new web content management system;
Actively integrates the inclusion of a gender perspective in all programming activities;
Carries out other duties as assigned by the Director of Corporate Services or any person designated by him/her.

Qualifications and skills

Basic qualification requirements:

Level and type of formal education:

University degree in Information Management and/or equivalent professional qualifications supported by significant relevant practical experience.

Professional experience:

Minimum 7 years experience working in an IT function, with experience of successful implementation of systems for international organisations with overseas regional offices;
Excellent project management skills including application of standard methodologies for IT projects are essential, as is a strong systems analysis capability;
Experience of managing outsourced service providers;
Experience of developing and implementing both bespoke and packaged solutions is required.
Experience in being an internal service provider

Functional competencies:

Experience in strategic planning and execution;
Knowledge of contracting, negotiating and change management;
Knowledge of information technology, computer systems and software and the ability to manage the entire spectrum of information technology operations;
Experience with the implementation of information technology integrations in a complex environment, ability to analyse and resolve complex issues;
Effective written and verbal communication skills and effective presentation skills;
Ability to motivate teams and simultaneously manage several projects;
Excellent analytical, drafting and problem solving skills;
Good organisational skills and efficiency-driven perspective;
Good sense of initiative, ability to set priorities and work under pressure with accuracy and dedication;
Ability to work both independently, with minimum supervision and in teams;
Excellent interpersonal skills;
Ability to operate effectively in a multi-cultural environment and be gender-sensitive;
Strong hands-on mentality.

Work relationships:

Ability to appreciate diversity and work as part of a team in such an environment;
Ongoing collaborative contact with International IDEA offices (sub regional, regional and headquarters);

Supervisory responsibilities:

Proven record of strong managerial skills, including motivating and leading teams. At least 3 years of experience in managerial positions.

Independence of work:

Independent work within the general framework of International IDEA’s Strategy and Programme of Operations;
General International IDEA guidelines apply.

Impact of work:

The work has a direct impact on the implementation of International IDEA’s key impact areas at headquarters, and in regional/field offices, as well as with International IDEA’s strategic partners and existing or potential member states;
Errors or failure to perform may seriously compromise the capacity of International IDEA to accomplish the goals specified in the work plan.

Difficulty of work:

The incumbent is expected to show a high level of professionalism, personal initiative and creativity. S/he should be able to work under tight deadlines and to cope with situations of stress and in addition should be willing to travel occasionally on official missions.

Language skills:

English: Fluent written and oral.
Swedish: an asset, but not mandatory.
Other: Any other widely spoken language in an International IDEA priority region e.g. Arabic Spanish or French.

Computer skills:

Excellent knowledge of Microsoft client software
Excellent knowledge of appropriate web development tools – Apache, Drupal, SQL (ColdFusion and Commonspot would be an asset);
Excellent knowledge of Enterprise Resource Planning software (preferably Maconomy)
Excellent knowledge of Atlassian Confluence;
Good knowledge of network technology (WAN, LAN, WLAN, VPN)
Good knowledge of Microsoft server software
Good knowledge of Android mobile operating system
Good knowledge of video conferencing services
Relevant knowledge of basic hardware components and how to replace them.