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Assistant Country Director Systems
Source: Concern Worldwide - Ireland
Mascha Murphy
| Deadline: | 30 Jun 2008 |
| Organisation: | Concern Worldwide - Ireland |
| Location: | Sierra Leone |
| Type: | contract |
| Salary: | 40-50 (000's USD) |
| Description: | Location: Freetown (with frequent travel (at least to 40% of time) in the field) Reference No: MM/SL/ACDS
Contract Terms: Accompanied Language Requirements: Fluent English Contract Length: 2 years Start Date: ASAP Job Purpose: To provide strong leadership as a member of senior management, promote good stewardship, provide direction to the Systems Department and ensure that systems support effective programming. In doing this, the post holder will ensure Concern Worldwide and donor policies; standards and procedures are adhered to. The systems function includes administration, logistics (procurement & transport), IT/communications, security and financial coordination. As a member of the senior management team, the job holder will contribute to the development and management of the Concern Sierra Leone programme. Duties & Responsibilities: Overview: The focus of the ACD Systems' work is to manage and provide support and leadership for Concern Sierra Leone's internal support systems, facilitating effective programme development and implementation, and ensuring that the systems support functions evolve and achieve regularly set organizational objectives. Key objectives would include: Developing a number of initiatives (mainly focused on capacity and team building and strategic planning) to ensure continued integration of the systems support functions with programme functions, both at head office and field offices; Formalizing policies and developing procedures (relating mainly to transport, stores, logistics, procurement, admin & IT), ensuring they are consistently applied across the organization; Ensure that all Concern Sierra Leone systems are planned and implemented in line with relevant policy and procedures of Concern Worldwide (and its donors); Advise the Country Director on all policy matters related to systems, as appropriate; Delivering a number of management training initiatives to staff members. Logistics: Overall responsible for management, coordination and development of Concern Sierra Leone logistics function including direct management of Concern's Logistics/Transport Programme Support Unit in Freetown and Magburaka field base; Ensure that the procedures for procurement and purchasing of goods and services are in place and meet Concerns and Donors standards of transparency and accountability; Ensure timely procurements of good and services as approved by programme management and country procurement plan, and the timely, safe and cost effective transportation of the same to Magburaka and field programmes; Oversee the setting up of housing and office where required and on-going maintenance and running of current premises; Setup, monitor and maintain systems for managing warehouses / stores and oversee the implementation of these systems; In conjunction with the Logistics Coordinator, develop and rollout Concern Sierra Leone Logistics manual & procedures. Update, review and provide training to relevant staff and partners on Concern Sierra Leone Logistics Manual. Communications and IT In conjunction with local IT officer, ensure IT function provides optimal support to the country programme by: Managing and further developing Concern Sierra Leone's IT function, ensuring that the communication needs of the staff are met and that relevant operating protocols are adhered to; Ensuring that all HF, VHF and other communications equipment is operational, used in line with communications policy and that requisite training is provided to staff on usage protocols; Ensuring that the IT planning reflects programme priorities; Providing support and oversight for IT related issues including adherence to IT guidelines; Liaising with Dublin IT support in relation to IT maintenance and IT equipment management and formatting; Ensuring that regular back ups and virus checks are carried out; In conjunction with the IT officer, develop and rollout Concern Sierra Leone IT manual & procedures. Ensure the training of all relevant programme staff and partners in the proper use and maintenance of communications and IT equipment Transport Ensure that the Concern transport fleet serves the needs of the country programme by: Having overall responsible for overseeing the management of Concern Sierra Leone's fleet in line with Concern standards and procedures; Liaising closely with country programs and management to determine transport policy which will provide optimal support to the programme function. Ensure that transport standard procedures are in place and that all relevant staff are trained, familiar with and adhere to all relevant transport and related security procedures; Ensure that Concern's policies are adhered to and procedures are further developed in relation to the use of contracted transport, including trucks and air charters; Managing in country insurance contracts, and ensuring that all transport users are familiar with the provisions of these insurance policies; In conjunction with the Transport Manager, develop and rollout Concern Sierra Leone Transport manual & procedures. Update, review and provide training to relevant staff and partner's staff in transport and fleet management procedures and standards. Office Management and Administration Ensure that office and houses are maintained and any required repairs are done in a timely manner; Set standards for office cleanliness and discipline, communicate the same to the staff and ensure that staff adhere to set standards; Ensure the smooth running of offices and the houses; ensuring that necessary items required are purchased regularly; Ensure that systems are in place for monitoring and renewing international visas . Ensure that visitors and new staff are provided with welcome packs, schedules and in-country briefings Ensure the on-going management of the asset register and inventory Provide systems induction to International staff members including information on housing, health and safety. Ensure in collaboration with HR manager and the Country Accountant that all issues related to taxes, travel permits, licenses, registration, etc. are dealt with as and when required. In conjunction with the Administration Manager, develop and rollout Concern Sierra Leone Administration manual & procedures. Update, review and provide training to relevant staff and partners on Concern Sierra Leone Admin manual. Security Support the Country Director in the management of Security by: Ensuring periodic security reviews are undertaken and the Concern Sierra Leone Security Management Plan and Standard Operating Procedures are updated as necessary; Ensure that all staff are familiar with the provisions of the SMP and SOPs and that these are adhered to; Ensure the safety and security of programme offices and houses; Ensure that staff are trained and familiar with the use of communications for security purposes; Maintain close contact with IMATT and other relevant agencies for the provision of security information, and ensure such information is regularly communicated to relevant staff; Ensure that evacuation measures are in place, periodically checked, and revised, if necessary. Financial Coordinate with the Country Accountant to ensure that management accounts, commentary and financial analysis is provided to the Senior Management Team in a timely way; Provide direction and guidance to the Country Accountant where required; Ensure organizational compliance to donor policies and guidelines; Ensure Concern Sierra Leone adheres to financial and regulatory requirements of the government of Sierra Leone with regard to visas, taxation and registration in liaison with the Country Accountant, Office Manager and Country Director. In conjunction with the Country Accountant, develop and rollout Concern Sierra Leone Finance manual & procedures. Update, review and provide training to relevant staff and partners on Concern Sierra Leone Finance manual. HR Review staffing needs in relation to logistics, purchasing, transport, IT and administration and participate in the recruitment of staff and contractors/service providers as required; Build the capacity of programme, logistics, purchasing, transport, IT and administration staff through regular training and mentoring and conduct PDRs regularly for direct reports; To act as line manager to the Logistics Coordinator, Office Manager and IT Officer (performance and development management, day to day support and direction) To ensure that all staff within the Systems departments are being managed appropriately by their respective line managers (particularly vis-à-vis performance and development management) To provide or faciliate the provision of training and capacity building to Systems staff To ensure that HR policies in respect of Expatriate staff (housing, transport, security, health) are understood and being complied with. To assist with the roll out of Concern's Programme Participant Protection Policy in respect of staff, beneficiaries, partners, suppliers and contractors. To assist with the roll out of Concern's Gender Equality Policy in respect of staff, beneficiaries, partners, suppliers and contractors. Networking: Manage and build productive relationships with UN and other agencies in relation to the above functions; Build productive relationships with national government agencies. Senior Management Team (SMT) As a member of the SMT, the person will contribute to the development of the country programme by: Developing and managing a systems strong team, so that all systems functions provide optimal support to the country programme. Active participation in the SMT meetings and proactive involvement in the decision making processes; Contributing to the implementation of the current Concern Sierra Leone Strategic plan and developing a new one. Other Duties: Provide training to local partners' logistics, transport and purchasing staff as required; Provide input to country team budget development process particularly in relation to logistics, transport, stores, accommodation, communications and security; Ensure regular communication with field management staff, particularly in relation to procurement and delivery of goods and services; Ensuring that reports are compiled and produced to a good standard on a regular basis as required; To keep up to date on programme priorities and make frequent field trips to monitor systems related issues and procedures; Facilitate internal and/or external systems audit every two years or more frequent where required; Participation in the assessment and evaluation of potential Implementing Partners; Participation in the review, monitoring and capacity building of Implementing Partners; Person Specification Essential: Bachelor level degree (or equivalent) in position-relevant subject area; Excellent oral and written communication skills in English; At least 4 years' Finance/Systems/Logistics experience, with some senior management experience, of which at least two years' working overseas with an NGO; Experience working in complex social environments; Excellent interpersonal skills; Ability to set priorities under pressure; excellent organisational and planning skills; strong communication, problem solving and analytical skills; Able to prioritise and handle a diverse and heavy workload; Cross cultural awareness and sensitivity; Empathy with organisational goals; Patience & a sense of humor; Willingness to travel frequently and live under fairly basic conditions; Full and clean driving licence. Desirable: Third level degree in relevant discipline (see above); Knowledge or experience of Concern Worldwide (or INGO) procedures and systems; Experience of security procedures; training /mentoring experience; Experience working with NGO partners; Sense of humor Concern Staff Code of Conduct and Programme Participant Protection Policy. Concern has a Staff Code of Conduct and a Programme Participant Protection Policy which have been developed to ensure the maximum protection of programme participants from exploitation and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organization, and the standards of behaviour expected of them. In this context staff have a responsibility to the organization to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern's core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Programme Participant Protection Policy and the Concern Staff Code of Conduct as an appendix to their contract of employment. By signing the Programme Participant Protection Policy and the Concern Staff Code of Conduct candidates acknowledge that they have understood the contents of both the Concern Staff Code of Conduct and the Programme Participant Protection Policy and agree to conduct themselves in accordance with the provisions of these two documents. Any breach of this Concern Staff Code of Conduct or the Programme Participant Protection Policy by employees of Concern Worldwide during the course of their employment will result in disciplinary action up to, and including, dismissal. Any offer of employment (either paid or voluntary) with Concern Worldwide will not be made pending a clearance check being conducted on the applicant. For additional information please consult our web site or contact the Human Resource Division in our Head Office. |
Contact Details
| Name: | Mascha Murphy |
| Telephone: | +3531417723 |
| Email: | hrenquiries@concern.net |
