Earn Over 10m monthly as Assistant Country Director- Systems (ACD-S) at Concern Worldwide

Organisation: Concern Worldwide
Duty Station: Kampala, Uganda
Job Ref: JO/ACS/UG
Salary Range: €37,763 to €42,876 with benefits
About Concern:
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 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.
Job Summary: The Assistant Country Director (ACD) Systems is responsible for the overall management of Concern Uganda’s support functions, which comprise administration, HR, IT, procurement & logistics, transport and security management. The ACD-S leads on ensuring that appropriate structure, systems and personnel are in place for effective support to Concern’s programmes in Uganda. The role includes coaching, mentoring and training of all support staff. The role also includes financial management of support costs and ensuring high levels of accountability and donor compliance. The ACD- Systems also fulfils the role of organizational security focal person.
Key Duties & Responsibilities:
1.      Senior Management:  
  • Participate in the management of the country programme’s strategic issues as a member of the Country Management Team (CMT)
  • Contribute to the implementation, monitoring and revision of Concern Uganda strategic plan.
  • Lead on development and roll-out of  Concern Worldwide systems policies including updating of in-country manuals and staff training.
  • Lead on systems aspects of change management processes
  • Promote a value for money approach through analysing systems costs centres, identifying potential savings and implementing cost saving measures.
  • Carry out a logistics, admin and security assessment for all new programmes and review support services for existing programmes as needed.
  • Lead on the set-up and establishment of Concern systems, policies and procedures in all new programme areas.
  • Put in place management information systems to monitor and regularly report on the effectiveness  and efficiency of  admin and logistics functions
  • In collaboration with CD, address systems weaknesses identified through audit and review and report on progress at CMT level and through Symbiant Tracker.
  • Lead on the integration of accountability commitments across systems functions.
2.     Human Resources Management :
  • 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 Uganda labour legislation.
  • Lead the country team in rolling out the recently revised Human Resources Manual, including provision of briefings to field teams and new recruits at induction
  • Promote an attractive working environment based on equality, caring attitudes, and integrity where staff feel safe, valued and respected. In this respect support and liaise with the staff forum.
  • 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
  • Lead on the roll-out of complaints mechanisms and oversee  grievance and disciplinary procedures
  • In collaboration with the Programme and Area Managers, ensure the effective implementation of HR related HAP standard commitments
  • Work with HR Manager on the annual staff training plan, ensuring the inclusion of training needs identified in PDRs
  • Uphold scrupulously organisational values and comply with the Programme Participant Protection Policy
3.     Procurement & Asset Management:
  • In collaboration with budget holders prepare an annual procurement plan for each programme identifying local, central (KPL) and international procurement.
  • Ensure Concern and donor procurement procedures are understood and complied with by all relevant personnel – carry out training, support visits and process checks for local and HO personnel involved in procurement
  • Lead on tendering and related contracting.
  • Lead on processes  for preferred suppliers and clearly communicate  to suppliers Concern’s commitments on accountability, P4 and fraud.
  • Ensure the Logistics teams maintain a clear, well-documented paper trail in their files
  • Lead on all international procurement including timely ordering of supplies, quote evaluations, delivery and customs clearance.
  • Develop multi-year plan for asset replacement (fleet and IT)
  • Oversee the management of the fixed asset register
  • Ensure personnel involved in stores management understand and comply with organisational procedures.
  • Finalise in-country Asset and Inventory disposal procedures
4.     Finance & Donor Compliance:
  • Prepare and manage the Admin and Transport budgets, in coordination with Area Managers, Programme Directors and CFC.
  • Contribute to Proposal development by scoping and costing systems requirements (Transport, admin, IT etc) for funding applications.
  • At the start of any new donor contract identify and communicate all donor-specific requirements to the relevant personnel in all departments to ensure compliance throughout the duration of the project
  • Ensure that all procedures in relation to Donations in Kind are complied with and obtain all necessary supporting documentation in relation to these
5.     Administration:
  • Oversee the on-going maintenance and running of  Concern’s premises (offices and residences) ensuring that adequate supplies, staffing and support systems are in place
  • Ensure the leases for all premises are actively managed, ensuring payments (including taxes) are processed on a timely basis and that contract renewals are assessed and implemented or amended on a timely basis
  • Ensure that all issues related to government authorisations (such as work permits,  licences on communications equipment, legal registration, annual returns etc) are managed proactively
  • Liaise with contracted lawyers to ensure legal actions or court cases are dealt with promptly and efficiently
  • Line management of HR and Admin Manager
6.     Security Management:
  • Support the roll out of the recently revised Security Management Plan and update as required
  • Ensure all new staff and visitors  receive thorough security briefings
  • Ensure that Security focal groups are operational in each location.
  • Monitor implementation of security operational plans and strategies
  • Support Programme  and Area Managers in their day-to-day management of security matters
7.     Transport Functions:
  • Ensure effective fleet management is in place in all locations in accordance with Concern procedures
  • Ensure all monthly transport reports on fuel usage, mileage, repairs and maintenance for each vehicle are accurate and submitted in a timely manner and review these for any potential issues
  • Assess the transport requirements of the country programme on a regular basis and ensure that appropriate solutions (eg vehicle rental arrangements, transfers between country programme locations, vehicle procurement to increase the fleet and vehicle procurement to replace old assets) are implemented on a timely basis to meet these needs
  • Develop a country specific transport manual
  • Ensure vehicle servicing is planned around programme needs and that  facilities are cost effective, efficient and reliable
  • Line manage the Transport Officer and support development and management of Concern’s team of drivers.
8.     Information Technology: 
  • Manage 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. 
9.     Line Management of staff:
  • Ensuring that each member of the team fully understands outcomes which are expected of them and that they are aware of the success criteria relating to their work.
  • Building an effective and supportive team culture within the systems staff especially between field and Kampala support personnel.
  • Ensuring that work is planned and organised in a way which will meet the needs of colleagues within the organisation in the most cost effective manner possible; ensuring that team members are given appropriate workloads and are working efficiently.
  • Monitoring and reviewing performance and, in particular, holding staff accountable for meeting the success criteria; giving corrective feedback where required and taking decisive action in the case of poor performance.
  • Identify and take appropriate action to fill resource gaps (create new roles or launch timely recruitment to replace a leaver)
  • Undertake other related duties as may reasonably be assigned by the Country Director
 Qualifications, Skills & Experience:
  • Degree in logistics, management, business administration or a relevant profession
  • Previous Concern experience and knowledge of Concern WW policies, procedures and standards.
  • Experience in managing 2-3 teams in different locations.
  • Proven experience in resource planning & budget management
  • Experience in Tendering & contract management
  • IT, Communications equipment experience
  • Fleet Management.
 Personal Skills:
  • Problem Solving and Decision Making skills.
  • Ability to inspire and build capacity of national staff.
  • Good interpersonal skills and excellent negotiation skills
  • Excellent English Language (both written and spoken)
  • Information Technology (MS Office, Internet).
  • Ability to work under pressure to meet tight deadlines
  • Good team worker with good communication skills
  • Empathy with Concern’s vision, mission, goal and objectives
How to Apply:
All those interested in working with Concern Worldwide should submit their electronic applications through our website at https://jobs.concern.net.
NB:
  • CV’s should be no more than 4 pages in length.
  • Only shortlisted candidates will be notified for a first round interview with and email afte the application deadline
Deadline: 26th June, 2013

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