Reference:
DD/SD/MOZ
Country:
Mozambique
Job Title:
Systems Director
Date requested: 07/06/2016
Contract Grade: C
Contract Length: 24 months
Date Needed By: ASAP
New Post or Replacement: Replacement
Job Status: Unaccompanied (may also be considered on an accompanied basis)
Exact Job Location: Based in Quelimane with frequent travel to Manica and district
Locations as well as to Maputo
Reports To: Country Director
Responsible for: National Systems Manager; HR Manager; IT Officer
Liaises With: Programmes Director (PD); Country Financial Controller and programme/ project managers, for technical and programmatic aspects related to all sectors.
Relevant Ministries and government officials, other NGO and partner staff
Logistics Department in Dublin
Job Purpose: As a member of senior management (SMT), the Systems Director (SD) provides strong leadership and overall direction of the Systems and HR Department, ensuring that systems support effective programming and share responsibility for the effective and efficient delivery of Concern’s programme activities in Mozambique. The SD also oversees the coordination of the provision of timely, high quality information to all managers.
Presently these systems functions comprise administration, HR, IT, logistics and security management. In performing this role, the holder is required to provide strong leadership to those working within the support systems functions, to build the capacity of the National Systems Manager, team capacity and to document and implement procedures which will meet the accountability requirements of Concern Worldwide, laws governing INGOs in Mozambique and donor organisations. In addition, the post holder will ensure adherence to Concern Worldwide and donor policies and standards.
The normal duties and responsibilities attached to the role are as follows:
§ Provide overall direction and support and leadership for Concern Mozambique internal support systems, facilitating effective programme development and implementation with special focus on identified gaps.
§ According to already identified needs, develop a plan of action in relation to all systems functions with a time scale to address the identified gaps and submit to the CD for agreement.
§ Provide overall direction and support and leadership for the HR manager and HR department, facilitating effective department management and implementation of Concern HR policies and Mozambican Labour Law with special focus on the identified gaps.
§ Manage the administration, Human Resources, Transport, Logistics, and IT to facilitate support for current and future programmes in line with Concern’s policies and good practice.
§ Actively participate in the Senior Management team, contributing to the ongoing development of the country programme, particularly in terms of input to the annual planning and country strategic planning.
§ Ensure the Security Management Plan (SMP) and Standard Operating Procedures (SOPs) are available, understood and followed at all levels within the organization; and ensure tracking and analysis of security trends. Update and review the SMP as required.
§ With the SMT, guide and coach programme/ project managers to ensure that HR, Logistics, Administration, IT and Internal Audit/Donor Compliance procedures and policies are appropriate, applicable, followed and consistently applied across the organization.
§ Along with other Senior Management, actively manage the Country’s risk profile by ensuring that policies and procedures are in place, participating in the management of the country Risk Register and addressing internal audit and compliance issues.
§ Ensure the systems department liaise effectively with programme staff in proposal development and procurement planning so that requests can be anticipated and inputs delivered in a timely manner and in accordance with procurement and staffing procedures.
§ Develop a number of initiatives (mainly focused on capacity and team building and strategic planning) to ensure continued integration of the systems support functions and programme functions, both at head office and field offices.
§ Manage and build productive relationships with other agencies in relation to the above functions.
§ Build productive relationships with national government agencies.
§ Lead and manage direct reports and indirectly all systems staff. Develop an annual training plan for Systems staff.
Logistics and transport
§ Supervise all logistical operations at the various field and support sites: including procurement, supply chain, asset management, fixed asset register, air transport and fleet management.
§ Ensure that the procedures for procurement and purchasing of goods and services are in place and meet Concern’s and Donor’s standards of transparency and accountability.
§ Ensure regular communication with field management staff, particularly in relation to procurement and delivery of goods and services.
§ Improve cost-effectiveness by saving time or money through use of: framework contracts, pre-qualified and preferred suppliers, improved coordination of programme activities, purchasing and transport.
§ Ensure strong and timely coordination between the Logistic teams at all locations.
§ Ensure internal logistics reports are submitted on time and that they are reviewed, analysed and appropriate action taken.
§ Ensure that the Logistics and admin staff manage timely negotiation of property contracts and ensure that properties are well maintained and secure.
§ In conjunction with the transport team, develop and roll out Concern Mozambique’s transport manual & procedures and ensuring their implementation. Continually review the condition of the fleet and ensure all maintenance schedules are met.
§ Liaise closely with programme teams and management to determine transport procedures 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, boats and air charters
Communication and IT
In conjunction with the local IT officer and with support from the Regional IT officer, ensure the IT function provides optimal support to the country programme by:
§ Ensuring that the communication needs of the staff are met and ensure adherence to relevant IT operating protocols
§ Ensure that appropriate security, encryption, backup and protection mechanisms are in place
§ Regularly review IT access, ensure organization is protected from illicit usage
§ Support the IT Officer in planning training and development of staff on packages required (e.g. EXCEL, ACCESS, Great Plains)
§ Ensure implementation of Concern Worldwide’s IT strategic plan
§ Ensure that all communications equipment is operational, used in line with communications policy and that requisite training is provided to staff on usage protocols
§ Provide support and oversight for IT related issues including adherence to IT guidelines;
§ Liaise with Dublin IT support and the Regional IT manager in relation to IT maintenance and IT equipment management and formatting
§ In conjunction with the IT officer, develop and rollout Concern Mozambique IT manual & procedures.
§ Ensure the training of all relevant programme staff and partners in the proper use and maintenance of communications and IT equipment.
Security
§ Support the CD in the effective implementation of the Security Management Plan and SOPs. Monitor staff understanding and implementation of the plan at every level, and lead with the eventual revision of the SMP.
§ Ensure all office and accommodation meet basic security standards, including fire prevention, hibernation and evacuation procedures.
§ Provide a security briefing to all staff/visitors arriving into the site for the first time.
§ Monitor the security situation and provide regular information to the CD of any incidents, changes or adverse conditions affecting staff safety or project operations in the region.
HR and administration
§ Line manage the HR Manager
§ Provide direction and supportive management to the department managers and staff at all levels.
§ Ensure that employment policies and HR manual are in compliance with Mozambican Labour Law
§ Monitor and review implications on salary remuneration and benefits of staff; communicate and discuss the need for any changes to the Country Director and Senior Management Team
§ Direct the HR Manager in maintaining up-to-date HR Policies and Procedures. (and ensure incorporation of Concern Worldwide’s cross cutting issues – especially equality, gender, rights, HIV/AIDS).
§ Ensure effective staff performance management systems are in place, implemented and reviewed.
§ Support training and development in line with roles and responsibilities of employees.
§ Provide management and support to direct reports through regular meetings, objective setting, use of constructive feedback and performance appraisal system.
§ Ensure that visitors and new staff are provided with welcome packs, schedules and in-country briefings and provide systems induction to new staff members.
§ Ensure that HR policies in respect of Expatriate staff (immigration, housing, transport, security, health) are understood and being complied with.
§ Assist with the roll out of Concern’s Programme Participant Protection Policy and Accountability Commitments for Mozambique in respect of staff, beneficiaries, partners, suppliers and contractors.
§ Ensure health and safety systems are in place and adhered to.
§ Promote an organization environment which is fair, open, protective and which fosters a learning culture.
§ Ensure that HR planning, including succession planning, is developed in coordination with annual programme planning.
§ Ensure that the HR manager submits accurate reports on a monthly and annual basis.
Confidentiality
§ Ensure the non-disclosure of any information whatsoever acquired in the course of duty, relating to the practices and business of Concern Worldwide, to any other person or Organization without authority, except in normal execution of the above duties
§ Ensure strict guardianship and security of financial data and documents at all times, including secure storage, accurate & complete filing and limiting access to the finance office to authorised personnel only
§ Ensure strict adherence to Concern Mozambique Financial Procedures and Fraud Policy and remaining within the boundaries of these policies at all times.
Any other duties as may reasonable be requested by the CD as line manager.
PERSON SPECIFICATION
Education: BA/BSC in a relevant subject (e.g. Business Administration, Human Resources, supply chain management or any other relevant disciplines )
Experience and knowledge:
· At least 5 years progressively responsible professional work experience in a senior position within an international development organisation/NGO.
- Proven experience of implementing Finance, Admin., Logistics, HR and IT systems within the NGO sector
- Managing and supporting the development of colleagues at a senior level
- Problem Solving and Decision Making skills.
- Excellent English Language (both written and spoken)
- Working level of Portuguese or strong commitment to learn
- Information Technology (MS Office, Internet).
Special Skills, Aptitude or Personality Requirements:
- Working in insecure environments and live in confined areas
- Respectful of security rules.
- Dynamic and willing to take initiatives to complete assigned tasks and overcome challenges
- Strong leadership skills and ability to manage change effectively.
- Excellent communication and presentation skills.
- Ability to delegate, manage time and prioritize tasks while coping with a broad range of programmatic and technical demands.
- Strong Analytical and problem solving abilities.
- Empathy with Concern’s goals and a commitment to capacity building, protection and participation.
Desirable:
§ Experience working in both humanitarian and development programming.
§ Ability to effectively analyse systems processes in a collaborative manner in order to achieve solutions to problems with the outputs of those.
§ Master’s degree in a relevant subject (e.g. Business Administration, Human Resources, supply chain
management or any other relevant disciplines)
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.
All candidates who are short-listed for a first round interview will be notified via email after the application deadline.
Concern Worldwide is an Irish-based non-governmental, international, humanitarian organisation dedicated to the reduction of suffering and working towards the ultimate elimination of extreme poverty in the world’s poorest countries.
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.
Concern receives a substantial amount of funding from external donors each year. Increasingly donors are introducing requirements whereby future funding is conditional on Concern ensuring that the names of any new employee or volunteer do not appear on terrorism lists generated by the European Union (List of person, groups and entities to which Regulation (EC No. 2580/2001 applies), the US Government (Office of Foreign Assets Control list of specially designated Nationals and Blocked Persons) and the United Nations (Consolidated List). 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.
Concern Worldwide is an equal opportunities employer and welcomes applications from all sections of the community.
