LIBERIA PROGRAMME OFFICER
Background on CTG Global
CTG Global is a managed services company specializing in recruitment, management consultancy, human resources support services in disaster affected and post conflict countries around the world. We provide services to international humanitarian aid organizations, governments, and development agencies, to alleviate the administration burden enabling them to focus their management on the core business objectives. Our model is particularly well designed and proven to work in hostile and threatening environments to ensure our clients continue to have a reliable HR output. CTG Global ensures our services and consultants are selected for their suitability to operate in the environment regardless of its insecurity. We relieve our clients of any liability and mitigate any risk involved in placing personnel into regions deemed less secure.
Appointment
The Programme Officer will be based in Monrovia, Liberia for a minimum of four months. Travel to other locations will be required. Under the direct supervision of the Programme Manager (PM) and the Regional Manager for Operations and Field Services (RMOps) for Africa, the Programme Officer (PO) will efficiently manage a growing consultants’ portfolio supporting the Liberia Ebola crisis on behalf of CTG’s clients thereby ensuring the delivery of quality services responsive to clients’ needs. S/He will provide oversight for the organisation, coordination and supervision of regional portfolio office staff within their area of operation.
Job Description
- Responsibilities
Specific responsibilities will include but not be limited to organising, supervising and/or executing:
I. Personnel Management
II. Recruitment Assistance
III. Operational Management
- Duties
I. Recruitment Assistance
· Oversee all human recruitment related processes and actions,ensuring that these meet timelines and the clients’ needs. This includesworking with clients on recruitment plans and costing for consultants.
· Assist the RMOps in coordinating with our Dubai HQ Recruitment Manager on all international recruitments respective to your portfolio, with the knowledge that you are ultimately responsible for the Recruitment & administration of International personnel coming onto your programmes (ensuring management of the database on personnel you are sourcing).
· Assist the Dubai HQ Recruitment Manager with the sourcing and vetting of local and international recruitments respective to your portfolio.
· Liaise with and manage all subcontractors on local national recruitment selections ensuring adherence to contract and compliance requirements
II.
III. Portfolio Management
· Responsible for ensuring deployment plans and administrative documents and systems are in place and followed as per the SOPS for all consultants in the programme under your supervision (such as flights, security, insurance activation for arrival date and maintenance of insurance roster during consultants employment, induction and cultural awareness trainings, collection from airport, leave/rotation plans vs. contract compliance, termination flight costs billed appropriately to client/consultant as per contract, notification to CTG finance department, new client instructions/logistics forms are used throughout the company, etc.).
· Manage field based staff to perform their respective roles and responsibilities
· Ensure proper implementation and compliance of SOPS by staff under PO’s supervision.
· Manage staff, reviews work schedules and assign specific duties, oversees quality performance of all support activities
· Make sure that all personnel files for each individual, filing any letters associated with individuals performance, monitoring individuals contract end dates, maintaining personal records database for expatriate staff, recording visa expiries, timesheets and expense claim forms are completed correctly.
· Coordinate and supervise preparation of consolidated payroll spreadsheets.
· Prepare a weekly portfolio report for the Programme Manager.
· Ensure contract documents and amendments are in line with our client’s needs. Monitor and administer contracts and agreements as well as amendments when required.
· Ensure that all documents (personnel files, invoices, call off contracts, contracts for service and any other documentation) are properly stored on the local server in NBO for eventual migration into the companywide server.
IV. Operational Management
· Implement safety and security procedures for CTG staff, ensuring that thse are updated and revised at regular intervals, staff maintain levels of Personal Protective Equipment stocks (chlorine and gloves) and that new interventions are built around security considerations
· Oversea logistics processes to procure, store and distribute stock, supplies and services for the timely delivery of project objectives
· Directs and coordinates business activities, invoicing, subcontractor management, safety, quality, performance of all support functions.
· Receives daily quality, safety, and security reports.
· Assist the PM with the management of any crisis situations using the relevant SOPs.
· Ensure timely responses to, and a high-quality turnaround to all requests received from clients.
· Represent CTG in client meetings, produce meeting reports when appropriate, and follow up as appropriate.
Line Management
Daily management and direct supervision from the Programme Manager – Global (PM), with guidance from Regional Manager for Operations and Field Services (RMOps).
Qualifications & Attributes
The successful candidate will be able to work results-driven and without direct supervision.
a) Qualifications
· Advanced University Bachelor’s degree in business, economics, international relations, human resources management or another field related to business management (ideally with a focus on HR) is preferred but not required.
b) Experience
· Solid professional international field experience at senior level with emergency response experience working in fragile states
· Emergency response experience working in fragile states
· Health and disease outbreak background highly desired
· Previous first phase emergency response experience highly desired
· 5 years experience as a Program/Project Manager; have had responsibility for numerous successful projects (delivered on time, meeting client requirements, with high team satisfaction), including some complex projects, and projects involving a number of project staff and clients
· Minimum of 2 years experience with responsibility for managing operations in remote, austere environment
· Professional experience in Africa, especially within projected performance locations is required
· Familiarity with HR administration procedures and support systems necessary.
· Experience working for the UN and/or Humanitarian Aid Agency previously is preferable. A solid knowledge of UN regulations and procedures in project acceptance, contracting, and recruitment of project personnel is highly desirable.
c) Skills & Competencies
· Excellent oral and written communication skills with strong analytical and problem solving abilities
· Client management: tactful, resolute and committed to providing a resolute support to our clients.
· Delivering results: ability to plan and organise oneself and work in order to achieve objectives by striving to meet and exceed the expectations of the clients.
· Forward thinking: has a flexible approach to change, is able to work effectively in a variety of situations, seeks improvements and looks to the future.
· Languages: Fluency in English with strong narrative and verbal communications skills is required, and good working knowledge of French is highly desirable.
· Working with others: ability to work effectively with colleagues, managers and clients. Understands the importance of developing effective partnership relationships with clients.
· Ability to work well in a fast paced environment, an effective planner with proven time management skills is necessary; attention to detail, personal commitment, efficiency, flexibility with great team liaison skills;
· Flexibility and adaptability to work overtime, often with short notice, to meet deadlines – overtime is likely to include late nights, early mornings, weekends and holidays;
· Honesty and reliability;
Other Duties/Requirements:
•Ability to obtain a worksite location visa
•Holds valid international driver’s license
•Holds valid Passport from home country
Physical Requirements:
· Confirmed by a medical examination to be “medically and dentally fit”.
· Full inoculations current and up to date as advised by World Health Organisation, (WHO).
Please note this Terms of Reference is subject to change.
Applications
Acronyms
BVI – British Virgin Islands
CA – Chief Accountant
CEO – Chief Executive Officer
CFAA – Corporate Finance & Admin Assistant
COM – Commercial and Operations Manager
COO – Chief Operating Officer
CTG – CTG Global
FA –Financial Analyst
HQ – Head Quarters
HR – Human Resources
PMG – Portfolio Manager Global
IT – Information Technology
LASO – Liaison and Administration Support Officer
MENA – Middle East & North Africa
NGO – Non Governmental Organisation
PA – Portfolio Associate
PO – Programme/Portfolio Officer
RMA – Regional Manager Africa
SOP – Standard Operating Procedures
TOR – Terms of Reference
UN – United Nations
These Terms of Reference have been designed as a guide to the position and are not likely to be the definitive responsibilities and are not designed to restricted ability to improve in any area identified has a requirement for attention. CTG as a small and growing company relies on its staff keeping an open mind, a flexible approach to work and a dedication and loyalty to its business development.
How to apply:
Applications should apply through our recruitment division: careers@ctgglobal.com with reference to “BHJOB2678_564”
Telephone enquiries may also be made to Naima Abdallah: +971 (0)4 438 5211.
Nairobi, Kenya based residents/applicants will have priority in the selection process.
URGENT APPOINTMENT therefore deadline for applications is 2300 (Dubai time) on 5th October 2014.
