Reference:JO/ACS/MW
Country: Malawi
Job Title: ACD Systems
Contract Grade: C
Contract Length: 2 years
Date Needed By: Nov 1 2014
New Post or Replacement: replacement
Accompanied / Unaccompanied: Accompanied
Exact Job Location: Lilongwe
Reports To: Country Director
Responsible For: Logistics (procurement, transport, stores), administration, security, human resources. ACD S has four direct reports, Admin Manager, IT officer, Procurement officer and HR officer
Liaises With: Key systems support staff in Dublin, ACDP, CFC, Programme Coordinators, Programme Managers
Job Purpose:
The Assistant Country Director Systems (ACDS) is responsible for the overall management of Concern Malawi’s support functions, which comprise administration, HR, IT, procurement, stores and transport. This includes ensuring that appropriate systems are in place which respond to program needs, but also ensuring the effective and efficient use of Concern’s resources. As a member of the Country Management Team, the ACDS provides strategic direction to Concern Malawi and ensures that systems provide cost effective support to all programmes in multiple field locations. The ACDS also supervises security management, is the designated security coordinator and ensures Concern’s representation at relevant security fora.
Main Duties & Responsibilities:
General
- Contribute to the implementation and monitoring of Concern Malawi strategic plan, Concern Worldwide policies and existing in country manuals.
- Liaise with other INGOs, local authorities, legal advisors, and other relevant stakeholders for effective coordination and implementation of logistics, HR and administration.
- Attend regular senior and country management team meetings to represent the Systems/ Support Functions and to contribute to the overall management and direction of Concern.
· Work with the Programme Coordinators/ Programme Managers when resource planning for new project plans and proposals providing relevant input, advice and support.
· Responsible for assuring Concern is compliant with local legislation, rules and regulations as a registered NGO in terms of reporting, tax, labour law etcetera.
· Undertake regular monitoring and support visits to remote offices, carrying out spot checks as necessary, providing training, and ensuring documentation of visit findings;
Human Resources Management:To ensure competent and high calibre human resources are attracted, retained and effectively managed to achieve organizational objectives including:
- Ensuring 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 Malawi labour legislation.
- Lead the country team in rolling out the Human Resources Manual, including provision of briefings to field teams and new recruits at induction
- Ensure effective performance development through the use of the PDR system for direct reports, and in supporting teams in its use across the country programme
· Provide in-country support to the HR Officer 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.
- Provide support and supervision to teams regarding the use of complaints mechanisms and grievance and disciplinary procedures
- In collaboration with the ACD-Programmes, ensure the effective implementation of HR related HAP 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, logistic and transport functions:To ensure effective and efficient administrative and logistical support and resources are provided to the staff. Including, but not limited to:
- Oversee international as well as local procurement
- Ensuring efficient procurement of goods and services in a transparent and accountable manner, ensuring value for money for the organisation and justifiable use of donor funds.
- Supervise fleet management across the country, including monitoring of transport reports, planning of vehicle purchase according to need
- Ensuring safe, reliable and efficient transportation for programmes and staff.
- Ensure vehicle servicing plans and facilities are cost effective and efficient
- Oversee the management of properties and contracts at national level and provide support for the remote programme managers
- Oversee the management of the fixed asset register
- Ensuring compliance with relevant Malawi legal framework in all contractual, financial, labour and taxation matters.
- Liaise with contracted lawyers to ensure legal actions or court cases are dealt with promptly and efficiently
Information Technology:To ensure effective IT systems for communication and data management linking with Concern Worldwide systems, Including but not limited to:
- Supervise the national IT officer
- Ensure Concern’s IT policy and procedures are in place and followed
- Through the IT officer, ensure provision of effective support systems, enabling the smooth operation of IT systems
- Developing staff capacity to operate and manage IT systems in all offices.
Budget and Financial Management
· In conjunction with the Country Director and Country Financial Controller set, manage and monitor the support systems annual budgets for IS/ Transport/ Administration
· Ensure all Systems’ staff are trained on budget procedures and monitor their monthly expenditure
Security
- Support the roll out and implementation of the Security Management Plan
- Ensure all new staff receive thorough security briefings
- Monitor the day-to-day management of security matters and closely work with the field Security Focal Persons (SFPs), other NGO security personnel and NGO security coordination mechanisms
Other
- As a commitment to our humanitarian mandate the ACD-Systems will also be involved in the planning, and implementation of emergency responses;
- Any other related duties as assigned by the Country Director
- Contribute to organisational accountability initiatives, including overseeing the roll out of commitments of Concern under the HAP (Humanitarian Accountability Partnership)
- Adhere fully to the commitments and rules of Concern’s Programme Participant Protection Policy and Code of Conduct (P4 and CofC), including the respect of confidentiality.
PERSON SPECIFICATION
ESSENTIAL
Education, Qualifications & Experience Required:
Education, Qualifications & Experience Required:
· Degree level qualification in relevant field.
· At least 5 years relevant experience including at least two in a management role.
· Experience in team building and supervision of staff.
· Experience in logistics and administrative processes.
· Experience in financial management, budget development and monitoring.
· Experience in dealing with local authorities, national and international NGO’s /UN bodies
· Experience in security management
· Empathy with Concern’s vision, mission, goal and objectives.
DESIRABLE
· Previous management experience with Concern
Special Skills, Aptitude or Personality Requirements:
· Strong leadership skills with the ability to lead and motivate a team.
· Excellent interpersonal, facilitation and negotiation skills.
· Ability to act as part of a multi-cultural and multi-disciplinary team
· 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
· Ability to motivate and develop skills of others
· Analytical and problem solving skills
· Ability to assess problems and recommend solutions
· Methodical and thorough
· Cross cultural awareness and sensitivity to cultural differences
· Good knowledge and competence of computer applications i.e. Microsoft Office Professional
How to apply:
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.
