It Business Partner

Role Overview
The Business Partner (IT) plays a critical role in ensuring that ActionAid Vietnam's technology infrastructure, systems, and digital services operate efficiently, securely, and effectively. This role provides advanced technical support, oversees IT infrastructure, line-manages the IT Assistant, and leads system or software development projects in collaboration with internal teams and external vendors. In addition, the position drives digital transformation and innovation initiatives, exploring and applying practical solutions in artificial intelligence (AI), automation, and data-driven tools to enhance organisational efficiency and decision-making. The role also ensures compliance with ActionAid's IT policies and standards while fostering a culture of continuous learning, innovation, and technological adaptability across the organisation.
Key Accountabilities/ Responsibilities:
[I] Policy development, implementation and compliance
• Develop, implement and enforce organisational IT policies, ensuring they remain aligned with ActionAid International's global standards and emerging risks.
• Ensure full compliance with data protection, cybersecurity, and IT governance policies.
• Conduct regular IT audits and risk assessments to identify gaps and recommend improvements.
[II] Planning, budgeting, and procurement
• Collaborate with relevant units to develop and manage the annual IT budget, ensuring cost-effectiveness and alignment with priorities.
• Lead procurement planning for IT hardware, software, and services; evaluate vendor performance and manage contracts.
• Maintain accurate IT asset inventory and oversee equipment lifecycle management.
[III] Technical leadership and end-user support
• Lead the management and optimisation of the Microsoft 365 ecosystem (Exchange Online, SharePoint, Teams, OneDrive, and Endpoint Manager/Intune), ensuring smooth collaboration and productivity across the organisation.
• Deliver responsive and high-quality end-user support, troubleshooting hardware, software, and network issues.
• Administer, monitor, and maintain servers, cloud services (e.g., Azure, AWS), and the organisation's network infrastructure.
• Supervise and mentor the IT Assistant, ensuring efficient and consistent support to staff.
• Conduct regular system checks, recommend upgrades or replacements for core IT equipment, and ensure all systems meet organisational standards for performance and security.
• Maintain digital and physical IT security systems, keeping detailed incident and support logs for service improvement.
• Identify and apply AI-driven tools for IT operations (e.g., automated ticketing, predictive maintenance, data analytics) to enhance efficiency and responsiveness.
[IV] Project management and software development oversight
• Lead and manage internal or outsourced system and software development projects, ensuring alignment with organisational goals, timelines, and budgets.
• Apply sound project management methodologies (Agile, Waterfall, or hybrid) to plan, execute, monitor, and close projects effectively.
• Serve as the primary liaison with external software vendors and consultants, overseeing contracts, deliverables, and quality assurance.
• Oversee the full lifecycle of business applications and digital tools (e.g., finance, M&E systems), ensuring their effective utilisation, continuous improvement, and adaptation to organisational needs.
• Coordinate project planning, stakeholder engagement, risk assessments, and user acceptance testing (UAT).
• Support internal teams in needs assessment, documentation, and progress reporting.
• Promote the integration of AI and automation features (e.g., analytics, chatbots) into business systems, ensuring ethical use and compliance with ActionAid's values.
[V] Capacity building and knowledge sharing
• Design and implement capacity-building plans to strengthen staff and partner competencies in IT systems, software, and cybersecurity.
• Conduct IT inductions and onboarding for new staff, ensuring smooth system access and awareness of digital tools.
• Develop and distribute user guides, manuals, and training materials to promote consistent and effective system use.
[VI] Data Management and Accessibility
• Maintain accurate, up-to-date IT data and system records, ensuring accessibility to authorised users while protecting confidentiality.
• Facilitate seamless access to digital resources and information across departments to support efficiency and collaboration.
• Regularly review and enhance data organisation, documentation, and storage systems to ensure clarity, transparency, and operational effectiveness.
• Implement and test data backup and restoration procedures regularly to ensure reliability and minimal downtime in case of incidents.
• Develop, update, and execute disaster recovery and business continuity plans to maintain system resilience and operational continuity.
• Safeguard data integrity and security through encryption, access control, and continuous cybersecurity monitoring.
[VII] Digitalisation, innovation, and change management
• Drive the organisation's digital transformation efforts by identifying, piloting, and integrating technologies that enhance efficiency and impact.
• Align IT systems with programmatic and operational workflows to improve cross-departmental coordination.
• Research and test emerging technologies-including AI, machine learning, and automation tools-that strengthen data analysis, reporting, donor engagement, and field monitoring.
• Advise senior leadership on digital innovation trends and their potential application within ActionAid's mission and context.
[VIII] Other duties
• Other tasks assigned by the Line Manager.