Manager of the Xanana Gusmão Reading Room – library, museum and community space.

 

JOB ANNOUNCEMENT: Manager of the Xanana Gusmão Reading Room – library, museum and community space.

• Locally Engaged Personnel
  

• Long term contract

• Based in Dili, Timor-Leste

The NGO Xanana Gusmão Reading Room (XGRR), founded by H.E. Kirsty Sword Gusmao in 2000 as a not-for-profit organisation, is looking for a Timorese National to fill the full-time position of Manager.

This exciting and challenging role will work in consultation with the XGRR Board to develop a public library service and museum facility to inform and educate Timorese and to provide a space where people in Dili, can access information and resources in the official and working languages.

This position has been created to administer the Museum, Library and associated services. 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 interpersonal 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 ‘Manager’. Please tailor your application to the selection criteria. The deadline for applications is 5pm Friday 8 October 2021.  

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

 

POSITION DESCRIPTION: Manager of the Xanana Gusmão Reading Room (National Position)

  Reports to: XGRR Board

1.     Position Summary/ Job Purpose:

To provide strategic and operational direction to ensure the organisation meets the needs of the community through its services, collections, technology and programming To develop and manage XGRR systems and services Overall responsibility for all staff and volunteers To develop, update and review policy and programs for the organisation To develop, maintain and expand XGRR’s donor and funder relationships

2.     Qualifications 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 in operations management. 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 English and Tetum language skills. Demonstrated experience of managing and supervising teams. Competent in Word, Excel, as well as PowerPoint, and other Microsoft Office software). High level of organisational skills including administration, planning, project management and problem solving/troubleshooting. Able to work autonomously, with excellent time management skills, the ability to work under pressure and make decisions. Experience in managing assets and organising the maintenance of assets.   Desirable  A passion for community-focussed libraries, museums and facilities Experience of working with or for an NGO  Knowledge of Portuguese and/or Bahasa Able to turn innovative ideas into actions Financial management experience, including forecasting, budgeting and overseeing daily financial processes.

 

Key Functions and Responsibilities

Responsibility	Expected standard or result
Operational management
Develop and implement annual and long-term financial planning and ensure services are managed within defined budgets. Create, monitor and report on the annual Budget.	Annual budgets are prepared; Forecasts are prepared each month, variance against budget is reported to the Board. A ‘no surprises’ approach is taken to budgeting. Sufficient project funding is secured each year to allow XRR to fulfil its objectives.
Develop, monitor and implement annual operational plans.	Systems and services, including print and online are continually developed and improved. Library staff are supported in selecting Library resources which are relevant to community needs and that the acquisition, cataloguing, and processing of Library materials is efficient and effective.
Manage bookshop services and user agreements between site residents and XGRR.	Income targets are met; Agreements are up to date; Users of the space provide positive feedback on their experience.
Maintain the electronic and hardcopy accounts of all financial transactions, undertake bank transfer and salary payments.	Bank transfers and salary payments are made on time and in accordance with XGRR policies and procedures. Staff are supported and supervised in day-to-day financial operations and given training if appropriate.
Oversee and take the lead on the exhibition calendar and the event programme calendar	A full calendar is in place which reflects XGRR’s purpose.  Staff are appropriately supported in the delivery of the calendar.
Stakeholder Relationship Management
Be an advocate for XGRR at community events and conferences, representing XGRR externally.	Events are attended by the Co-ordinator; XGRR has a positive, professional and visible profile.
Create and implement the marketing and promotional plan. Actively seek new funding opportunities from Government and other sources, both nationally and internationally.	XGRR has a diverse funding model.  New and existing sources of income are actively explored.
Develop and maintain relationships with funders, donors stakeholders and supporters of XGRR (both potential and existing)	Funders, donors and stakeholders receive regular communications and reports.
Develop, implement and monitor a communications plan to raise the profile of XGRR in the community	Communications and/or fundraising plan is implemented annually, including the development of a social media presence.
Take the lead in the creation and dissemination of the annual customer survey.  Monitor and evaluate results.	The customer is at the heart of XRR planning. High standards of customer satisfaction are achieved (The average rating of customers completing the survey is ‘very good’) Recommendations as a result of the survey are implemented in a timely way.
Leadership & Management
Ensure XGRR staff and volunteers are selected, trained, developed, supervised and supported.	Employment agreements are up to date and securely filed. Policies and procedures are reviewed and updated regularly.
Provide advice and support for Library and Museum programs servicing the needs of adults, students, international visitors and groups.	Staff feel supported; Programs and services are of high quality.
Deliver training and provide staff development opportunities	Staff are continually developed to build their capacity and capability.
Develop, review and update policies and procedures	XGRR has appropriate policies and procedures in place which all staff understand and adhere to.
Coordinate and participate in Board meetings.	Board papers are produced on time; Board members feel supported and receive appropriate and relevant information in a timely way.
Any other duties that may reasonably be requested by the Board