Reports to: The ACD-Systems will report to the Country Director in Nairobi, Kenya.
Job Location: This position will be located at Hargeisa (Somaliland) with frequent travel to Mogadishu and Nairobi
Contract Details: Grade C Unaccompanied 2 years
Job Purpose: The Assistant Country Director (ACD) systems is responsible for the overall development and management of Concern Somalia’s support functions, which comprise administration, HR, IT, logistics and transport. This includes ensuring that appropriate systems are in place which responds to program needs and ensures effective and efficient use of Concern’s resources. Specific responsibility is to mentor and provide guidance to support staff for an effective administrative, logistics, transport systems in place and maintained.
Main duties & Responsibilities
General •As a member of the Senior Management Team, assist the Country Director in the effective and efficient management and development of the country program •Contribute to the development of country strategic plan, policies and procedures that are in line with those of Concern Worldwide •Ensure effective and efficient systems management and development •Ensure that systems documents are prepared, regularly updated and communicated within the organisation. •Provide ongoing systems support, training and advice for systems and programs/projects.
HR Management and Development •Manage all aspects of human resource management for all national and international staff including but not limited to: recruitment, contracting, training, monitoring, and reporting •Lead and support the HR, Logistics and IT teams to deliver high quality support for the program •Ensuring HR policy and procedures are reviewed routinely, and kept up to date, incorporating best HR practice, in line with Concern Worldwide organizational policy and following local labor legislation. •Ensure competent and high caliber human resources are attracted and retained to achieve organizational objectives •Oversee HR plans and monitor achievement of HR related goals •Oversee development and implementation of the performance appraisal system •Identify training needs for support function staff, and work with direct reports, coach and train in order to develop their own management skills •Liaise with Dublin-based HR focal point and ensure that HR policies are implemented •Engage in team building activities and motivating teams to give quality performance •Oversee compliance with employment standards and legal processes including permits for international staff •Ensure staff comply to the Programme Participants Protection Policy (P4), Code of Conduct and HAP standards
Logistics •Ensure logs system is in accordance with Concern Worldwide’s procedures and policies •Develop and oversee the implementation of Logistics policies and procedures for purchasing , delivery storage, communications and transport •Ensure procurement procedure complies with Concern and donor procedures •Ensure efficient procurement of goods and services and as per Concern and donors requirements •Ensure value for money for the programme and justifiable use of donor funds. •Be part of the purchasing committee and strengthen the capacity of its members •Develop tender and contract documents in line with organisational procedures •Conduct spot checks on transactions and have a particular responsibility towards maintaining transparency and accountability within logistics and procurement •Ensure smooth management of Concern’s vehicles – both own and rented •Develop a country specific transport policy and procedures, and oversee its implementation •Ensure safe, reliable and efficient transportation for staff.
Administration •Design, implement, manage and ensure maintenance of appropriate administrative systems and procedures in line with Concern Worldwide policies and procedures and for the achievement of programme goals and plans •Standardize and streamline administration routines in all programme offices •Oversee the purchase of office equipment and supplies •Ensure all office equipment are well maintained, appropriately utilised and that appropriate schedule of replacement in maintained
•Identify gaps and build capacity of administration staff •Ensure all necessary agreements, work permits and licenses necessary for Concern’s operations are in place •Conduct regular meetings with staff to ensure compliance with administrative practices •Ensuring compliance with relevant Somalia/Somaliland legal framework in all contractual, financial, labor and taxation matters. •Ensure Concern offices and houses conform to recommended security, health and safety standards •Undertakes monitoring visits to programme areas and provides feedback to managers + staff •Ensure that Concern system retains its capacity to respond to emergencies within its programme areas and is expected to take a supporting role to programmes in any emergency responses within the programme areas. •To ensure appropriate controls are in place for optimal use of financial and material resources within the organization.
IT and Communications •Ensure effective IT systems for communication and data management •Ensure Concern’s IT policy and procedures are in place and followed properly •Develop capacity to operate and manage IT systems in all offices •Oversee the establishment, maintenance, development and security of all Concern Somalia/Somaliland IT equipment and systems •Manage the implementation of IT policies and procedures including the roll out of IT user regulations, which all personnel must sign and adhere thereto •Ensure all Concern Somalia/Somaliland assets are recorded, managed and monitored in line with Concern’s organisational best practice
Other duties: •Carry out other duties as may be reasonably required by the Country Director in addition to the above. One area which requires support is that of documentation in programmes and systems and general information management.
Person specification:
Essential:
•Masters degree in a relevant subject (e.g. Business Administration, Human Resources, supply chain management or any other relevant disciplines ) •Masters degree in a relevant subject (e.g. Business Administration, Human Resources, supply chain management or any other relevant disciplines ) •At least 5 years progressively responsible professional work experience in a senior position within an international development organisation/NGO. •Excellent knowledge and proven experience of implementing Administration, Logistics, Human Resources and IT systems within the not for profit sector. •Experience of managing a large team of senior staff. •Experience working with local partner organizations. •Problem Solving and Decision Making skill. •Excellent English Language (both written and spoken). •Excellent Information Technology (MS Office, Internet) skills
Desirable:
•Knowledge of Concern systems and procedures •Previous experience in a similar capacity •Presentation Skills •Development Orientation •Strong management skills
Please note that due to the urgency of this position, applications will be short listed and interviewed on a regular basis.
All applications should be submitted through our website at www.concern.net/jobs by indicating the reference: CON/SA/ACD
Application deadline is ongoing.
No comments: