Concern Worldwide recruits 01 Systems Director
About the role: This is a 12 month, new role with accompanied terms based in Addis Ababa with frequent travel to the field bases (at least 30%) – Somali, Gambella, Amhara, Tigray, and SNNP Regions.
The role has a salary of Band 5 €44,095 – €48,995.
We are seeking dynamic, highly organised and passionate candidates who are committed to our mission and values. This critical senior leadership role will ensure that Concern’s systems – Security, HR, Logistics, Transport, Admin & IT – are able to respond rapidly to humanitarian crisis and support effective and efficient programme implementation. We want to hear from qualified candidates with senior leadership experience, who can build high performing, accountable teams and improve systems and procedures, using technology and best practice, to ensure they are agile and fit for purpose. You will be central to our fast-paced, dedicated country programme team and regularly reflect, learn and improve our work to ensure the highest quality services for children, women and men affected by disaster, hunger and poverty in Ethiopia.
You will report to the Country Director, and will line manage HR and Admin Manager, IT officer, Log and Transport Coordinator in Addis Ababa, you will matrix manage field based Log and Transport staff.
You will work closely with Concern Ethiopia SMT and CMT members, all Concern Ethiopia staff, Dublin based Logs, HR, Transport and Security Advisors, SDs in other Concern Countries
You will liaise with the Concern legal advisor; other INGOs, UNDSS, Alliance2015, ChSA and any other relevant external stakeholders
We would like you to start as soon as possible.
Your purpose: You will be responsible for the overall management of Concern Ethiopia’s support functions, which comprise administration, HR, IT, and logistics including procurement, warehousing and fleet management. You will ensure appropriate systems are in place to meet program needs, while ensuring the effective and efficient use of Concern’s resources. As a member of the Ethiopia Country Management Team, you will provide strategic direction to Concern Ethiopia. You will also supervise security management in country.
You will be responsible for:
- Ensure that key Concern support policies (Procurement and Logistics, Transport, HR, IT, SMP) are continuously updated as required and appropriate to the context
- Ensure that all staff are aware of and comply with Concern’s policies and procedures
- Ensure that the logistics function of Concern is strengthened to adequately support programmes in all aspects of logistics including but not limited to procurement, storage and stock management, transport and distribution of goods and facilitation of services.
- Ensure effective and efficient HR management and support Programme Managers in resource planning for new projects including logistics, HR and administration.
- Ensure appropriate IT support for the programme.
- Ensure Security Management Plan is updated and SOPs rolled out throughout the programme.
- Together with CMT ensure implementation of Code of Conduct and associated policies.
- Liaise with other INGOs, legal advisor, and other relevant stakeholders for effective coordination and implementation of logistics, HR and administration.
- Responsible for assuring Concern is compliant with local legislation, rules and regulations in terms of visas, tax, and labour law.
People Management:
- Ensure Human Resources policy and procedures are in place, and kept up to date, incorporating best HR practice, in line with Concern Worldwide organizational policy and following relevant labour legislation.
- Lead the country team in rolling out the approved Human Resources Manual, including provision of briefings to staff and new recruits at induction
- Provide technical support and on-going on-the-job training and coaching to staff
- Ensure that all positions have accurate job descriptions and staff contracts continue to be compliant with labour, tax and social security law and represent best practise
- Ensure effective performance review and development through the use of the PDR system for direct reports, and in supporting teams in its use across the country programme
- Provide support to the HR Manager including advice and guidance for International Staff, ensuring any issues that arise are dealt with in accordance with Concern Worldwide HR Policy and the National and International Staff Manuals.
- In collaboration with the PD, ensure the effective implementation of HR related CHS standard commitments.
- Uphold organisational values and comply with the Programme Participant Protection Policy
- Promote an attractive working environment based on equality, caring attitudes, and integrity where staff feel safe, valued and respected.
Administration
- Oversee the maintenance and running of Concern’s premises (offices, stores and residences) ensuring that adequate supplies, staffing and support systems are in place in Addis and field offices.
- Ensure that the minimum standards for staff accommodation and offices are budgeted for and implemented in all field locations.
- Ensure the leases for all premises are pro-actively managed and closed out as required.
- Take the lead on managing legal risks, ensuring compliance with relevant Ethiopian law in all contractual and taxation matters, liaising with the Concern lawyer on all legal matters.
- Ensure that all issues related to taxes and government authorizations (communications licenses, legal registration, project authorizations etc.) are managed proactively
- Ensure that clear procedures for national and international travel arrangements are in place and are understood and complied with by all staff.
Logistic functions:
- Ensure that logistics systems including procurement, fixed asset management, transportation, warehouse storage, control of and reporting on the use of supplies are carried out in accordance with Concern and Donor procedures and policies
- Ensure efficient and timely procurement of goods and services in a transparent and accountable manner, ensuring value for money and justifiable use of funds.
- In collaboration with programmes teams, prepare and oversee a master annual procurement plan and ensure each project has procurement plans
- Establish and maintain a Pre-Qualified Suppliers list,
- Ensure price lists are available for effective budgeting.
- Train, support and check personnel involved in procurement – oversee compliance of the logistics team
- Lead on tendering, contracting and international procurement
- Ensure a clear, well-documented paper trail in systems files
- Implement effective and efficient asset management controls and procedures and monitor these on an ongoing basis
- Ensure that guidance, training and monitoring of all logistical procedures and policies are given to all field locations
- Review the SR tracker on a weekly basis and ensure that delays are rapidly identified and addressed in collaboration with programmes and logs teams.
Transport
- In collaboration with Log and Transport Coordinator ensure cost effective maintenance of the Concern Worldwide fleet of vehicles
- Ensure accurate and timely transport reports and provide recommendations to CMT
- Assess the transport requirements of the country programme on a regular basis and ensure appropriate solutions are implemented
- Ensure all offices comply to the Transport and Fleet Management Policy
Information Technology:
- Follow up on recommendations from regional IT Adviser visit
- Ensure Concern’s IT policy and procedures are in place and followed
- Through the IT designated person, ensure provision of effective support systems, enabling the smooth operation of IT systems
Budget and Financial Management
- In conjunction with the Country Director and Country Financial Controller set, manage and monitor the support systems annual budgets for Transport/ Administration/International Staff
- Ensure all Systems’ staff are trained on budget procedures and monitor their monthly expenditure
Security Management:
- In conjunction with the Country Director, take overall responsibility for the security of Concern Ethiopia’s employees, premises and equipment. Act as the overall Security Focal Point for the Country Programme
- Ensure all new staff and visitors receive thorough security briefings and apply Concern’s security protocols at all times
- Liaise with necessary external bodies to keep abreast of current affairs in order to maintain an awareness of economic, political, humanitarian and security developments in Ethiopia and the Horn of Africa.
- Coordinate and chair regular security meetings with the Security Focal Groups (SFG) to keep up to date with security incidents in all field locations.
- Work with the SFGs to ensure the development and maintenance of effective security systems for Concern employees, programmes and property. Ensure SFGs submit minutes of groups.
- Revise regularly and implement the Ethiopia SoPs. Work closely with ACs to ensure humanitarian access and staff safety
- Report access incidents on the OCHA Access database.
- Undertake and/or ensure that Concern Ethiopia staff receive regular Security Trainings and that evacuation/fire drills are carried out on a regular basis.
- Prepare monthly security briefs and sharing with the Field and Dublin.
Other
- Any other related duties as assigned by the Country Director
- Contribute to organisational accountability initiatives
- Adhere fully to the commitments and rules of Concern’s Code of Conduct and associated policies, including the respect of confidentiality.
Your skills and experience will include:
Essential:
- 3rd level qualification in relevant field (Business Administration, Human Resources, supply chain management or any other relevant disciplines)
- At least 6 years’ experience with INGOs in system riles with 2-3 yrs at senior management level.
- Significant previous experience with an INGO in developing and delivering systems which are compliant to EU, DFID, USAID and/or UN procedures.
- Sound experience in HR, administration and logistics management including procurement and fleet management.
- Experience of leading and managing a diverse team of senior staff including international staff.
- Proven strong management ability, including ability to motivate and develop skills of others.
- Experience in team building and supervision of staff.
- Experience in dealing with local authorities, national and international NGO’s /UN bodies.
- Experience in security management and working/living in insecure and sensitive environments.
- Experience in tendering and contract management
- Empathy with Concern’s vision, mission, goal and objectives and commitment to capacity building, protection and participation.
- Fluent English (Written and spoken)
Desirable:
- Previous experience working in East Africa.
We would also like:
- Excellent interpersonal, facilitation and negotiation skills.
- Ability to organize and prioritize workload, using initiative when appropriate
- Ability to represent the organization
- Ability to cope with stress, work under pressure often to strict deadlines
- Flexibility, adaptability, sense of humour, and patience
- Analytical and problem solving skills
- Cross cultural awareness and sensitivity to cultural differences
- Good knowledge and competence of computer applications i.e. Microsoft Office Professional
All applications should be submitted through our website at https://jobs.concern.net by closing date. CV’s should be no more than 4 pages in length.
|