Xanana Gusmão Reading Room – Operations Co-ordinator – CD 05 de Dezembro de 2016


 

Xanana Gusmão Reading Room

Xanana Gusmão Reading Room

Vacancy – Operations Co-ordinator

 

The Xanana Gusmão Reading Room is recruiting an Operations Co-ordinator. This is a key role overseeing the daily operations of the Reading Room’s programmes and facilities.

The Operations Co-ordinator will assist the Co-ordinator in implementing and reporting on annual event and marketing plans, supporting staff and oversee the maintenance, cleaning and security of the facilities.

The right person will have a degree in a relevant discipline, experience in managing or supervising staff and excellent communication skills.  We are looking for someone who is highly organised, able to work autonomously and implement plans effectively and efficiently. Highly developed inter-personal skills as well as a commitment to the philosophy and values of the Reading Room are essential.

 

About Xanana Gusmão Reading Room

The Xanana Gusmão Reading Room (XGRR) is a non-profit organization based in Dili with the mission to develop and support a public library service to inform and educate all Timorese. The organisation has been operating since June 2000, founded by First Lady Kirsty Sword Gusmão. The organisation serves the communities’ need for information, knowledge, literature and education. The XGRR has played a key role in promoting life-long learning and a safe place where people can obtain information, knowledge, read and borrow books, and where the museum can provide information on Xanana and his struggle for an independent Timor-Leste.  The facilities include a library, museum, book and gift shop and meeting spaces for hire.  XGRR runs a range of programmes for pre-school, school and youth as well as a range of events and exhibitions.

To apply, please send a CV and covering letter to xgreadingroom@gmail.com with the subject heading ‘Operations Coordinator’. Please tailor your application to the selection criteria. The deadline for applications is 5pm Monday 5th December 2016.  

Please note only applicants meeting the job requirements will be considered.  All applicants are encouraged to read the Job Description before applying.

 

 

JOB DESCRIPTION

Operations Co-ordinator

 

About Xanana Gusmão Reading Room

The Xanana Gusmão Reading Room (XGRR) is a Dili-based non-profit organization with the mission to develop and support a public library service to inform and educate all Timorese. The organisation has been operating since June 2000, founded by First Lady Kirsty Sword Gusmão. The organisation serves the communities’ need for information, knowledge, literature and education. The XGRR has played a key role in promoting life-long learning and a safe place where people can obtain information, knowledge, read and borrow books, and where the museum can provide information on Xanana and his struggle for an independent Timor-Leste.

 

Our Vision: Creating the Reading Generation in Timor-Leste.

 

Our Mission: To provide dynamic spaces for all people to access information and resources to improve their lives.

 

Services Offered:

  • A library open to the public with membership and lending facilities, free public access Internet computers and multimedia facilities.
  • A museum with permanent and temporary exhibitions and multimedia display.
  • A Bookshop and Gift shop offering a selection of Alola Esperansa products, new books in English, Portuguese and Tetun as well as postcards.
  • Two meeting spaces for hire, the outdoor Uma Mahon space and the indoor Exhibition Room.
  • An online public access library catalogue available on the web listing all the holdings of the XGRR.
  • Programmes delivered in partnership with community, government and non-government organisations which include pre-school programs, high school and teacher training programs, school holiday events, literacy and special events and exhibitions.
  • Outreach services to other libraries in Dili and other municipalities

 

Position Overview/Job Purpose

  1. To manage the daily operations of XGRR facilities and programmes;
  2. To supervise staff to ensure the team is working effectively and efficiently to meet the needs of visitors;
  3. To support the Co-ordinator in meeting XGRR objectives as outlined in the strategic plan and annual operating plans.

 

Reports to: XGRR Co-ordinator

 

Number of direct reports: 2-4 staff (cleaners, security)

 

Key Functions and Responsibilities

Responsibility Expected standard or result
Manage the everyday operations of XGRR –        Co-ordinator is kept informed of daily operations.

–        An annual operational plan is in place and is tracked monthly

–        Facilities are opened on time and are run according to XGRR standard operating procedures.

–        Staff arrive on time.

Oversee the maintenance, cleaning and security staff. And be the first point of contact for any security issues. –        Grounds and facilities are kept clean, functional and secure.
Develop new initiatives and programmes that will benefit the community. –        A range of new and existing programmes run annually.  Programmes are evaluated regularly.

–        Timorese cultural practices and customs are integrated into the programmes and daily work practices of the organisation.

Support library and museum staff, including assisting with recruitment, orientation, as well as assisting during performance evaluation and training. –        A positive and respectful culture is in place.

–        Staff are professional, productive and have the appropriate skills to perform their job.

–        Annual performance reviews are conducted.

Develop and oversee a volunteer programme and recruit new volunteers –        Identify areas which will benefit from input by volunteers. Volunteer assignments are produced.

–        Policies and procedures are written.

–        Appropriate volunteers are selected and trained.

–        Turnover of volunteers allows for new volunteers to gain useful experience.

Assist the Co-ordinator in producing reports. –        Collect relevant data as per the Co-ordinator’s instructions.  Keep information securely.
Assist the Co-ordinator in implementing annual events and programme calendar –        Annual events calendar provides an appropriate range of activities.  Delivery of the annual programme is monitored.
Assist the Co-ordinator in implementing marketing and promotional plan. –        Marketing and promotional activities are completed according to the plan, objectives are met and reported on.  XGRR continues to have a strong marketing presence.
Oversee the annual community survey –        Survey is carried out on time, with high quality data being received.
Contribute to the creation, review and updating of XGRR policies and procedures. –        XGRR is compliant and has the appropriate policies in place.
Support the Co-ordinator in the annual budget process by providing information and data on operational budgets. –        Co-ordinator is provided with timely and relevant financial information in order to create annual operational budgets.
Represent XGRR as required by the Board or Co-ordinator.
Any other duties that may reasonably be requested by the Co-ordinator

Qualifications, Skills and Experience

 

Essential:

  • Tertiary qualification in Administration, Community Development, Business Management, Programme Management, Library or Museum Studies or similarly related field
  • At least 3 years relevant experience
  • Event and marketing experience
  • Customer service experience, preferably gained in a not-for-profit environment
  • Commitment to XGRR values
  • Demonstrated excellent communication skills in dealing with a wide range of communities and individuals
  • Excellent written and spoken Tetun language skills
  • Demonstrated experience of managing and supervising teams
  • Competent IT (e.g. office, word, excel and PowerPoint)
  • High level of organisational skills including administration, planning, project management
  • Able to work autonomously, superb time management and ability to work under pressure

 

Desirable

 

  • A passion for community-focussed libraries, museums and facilities
  • Experience of working with or for an NGO
  • Fluency in written and spoken English
  • Knowledge of Portuguese and/or Bahasa
  • Creative approach
  • Able to turn innovative ideas into actions
  • Financial management experience, including forecasting, budgeting and overseeing daily financial processes

 

To apply, please send a CV and covering letter to xgreadingroom@gmail.com with the subject heading ‘Operations Coordinator’. Please tailor your application to the selection criteria. The deadline for applications is 5pm Monday 5th December 2016. 

 

Please note only applicants meeting the job requirements will be considered.  All applicants are encouraged to read the Job Description before applying.

 

 

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