Organization: Concern Worldwide
About the role
This is a 24 month, new role with unaccompanied terms based in N’Djamena, Tchad with up to 40% of the time scheduled and spent in the programmes areas (Goz Beida, Bagasola), with a salary Grade 5 €43,230 – €48,034.
You will report to the Country Director and will line manage the Admin and HR Manager, Logistics Assistant and will technically support the Base Manager in Goz Beida and the Log Officer in Bagasola. You will liaise with the Programmes Director, Area Coordinator, Country Finance Manager, other key staff and the Dublin based Regional Logistics Advisor.
We would like you to start in January 2019
Your purpose: As a member of Concern Chad’s Senior Management Team (SMT), the Systems Director (SD) will lead the effective and efficient delivery of Concern’s programmes by managing the support systems required whilst following Concern Worldwide and donor policies and standards.
You will be responsible for:
- Reviewing procedures in all locations with regular monitoring and support visits (up to 40% of the time in the field)
- Carrying out logistics, admin and security assessments for all new programmes and establishing systems for new locations and interventions.
- Managing information systems to monitor and report on the effectiveness and efficiency of Admin, HR, IT, transport and logistics departments
- Reviewing of all external contracts to ensure consistency, clarity and minimize liability for Concern.
- Identifying and implementing potential savings and making recommendations to SMT.
- Preparing administration and transport and national salary budgets and track related expenditure. Proactive identification of issues for discussion with budget holders and SMT.
- Costing systems requirements for funding applications.
Identifying all donor-specific system requirements to ensure compliance
· Ensuring adequate supplies, staffing and support systems are in place for all Concern’s premises
- Ensuring leases for premises are actively managed and contracts assessed
- Ensuring all issues related to government authorisations are managed proactively.
- Ensure all offices, guest houses and international staff residences meet security, health and safety standards.
- Line managing the HR Manager and Logistics Assistant
- Ensuring Concern is fully compliant with national employment legislation and requirements and global HR policies and procedures
- Ensuring staff are trained on the Safeguarding Policy and mechanisms to report and reduce potential for abuse are functioning effectively.
- Overseeing grievance and disciplinary procedures
- Overseeing the logistics arrangements for visitors
- Leading salary and benefit review processes and ensuring results are analysed and shared with SMT and other staff as appropriate.
- Overseeing the management the Health Insurance provision for National Staff.
- Promoting a gender balance at all levels in the workforce.
- Agree targets with SMT for recruitment and ensure these are met.
- Ensuring an effective performance development review (PDR) system is in place and ongoing training is provided to line managers and staff.
- Identifying strategic training needs.
- Ensuring each systems team member understands what is expected of them.
- Monitoring and reviewing team performance; giving corrective feedback where required and taking decisive action in the case of poor performance.
- Ensuring cost effective maintenance of the Concern Worldwide fleet of vehicles.
- Ensuring accurate and timely transport reports and any recommendations to CMT.
- Assessing the transport requirements of the country programme on a regular basis and ensuring appropriate solutions are implemented
- Ensuring all offices adhere to the Transport and Fleet Management Policy, with particular attention to Fuel procedures.
Procurement and asset management
- Technically manage/support the Logistics Officer -Bagasola, and Base Manager – Goz Beida
- 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.
- Preparing and overseeing an annual procurement plan for each programme.
- Establishing and maintaining a Pre-Qualified Suppliers list
- Training, supporting and checking personnel involved in procurement
- Leading on tendering, contracting and international procurement
- Ensuring a clear, well-documented paper trail in systems files
- Developing a multi-year plan for asset replacement (fleet and IT)
- Managing the fixed asset register.
- Ensuring all stores and assets are managed and accounted for in line with Concern and donor policies.
- Ensuring Concern’s IT policy and procedures are understood and adhered to by all staff.
- Ensuring provision of effective support systems, enabling the smooth operation of IT systems and management of information (including the servers, encryption, backup and protection mechanisms).
- 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
- Liaise with Dublin IT support and the Regional IT Advisor in relation to IT maintenance and IT equipment and management.
- Developing staff IT capacity, skills and confidence in using common software packages.
- Acting as Security Focal Point for Concern Worldwide Chad and liaise with Security Focal Points from each field office and with other INGOs.
- Supporting Security Focal Groups in each location and ensure they have the knowledge and information to operate successfully.
- Reviewing and updating of the Concern Worldwide Security Management Plan.
- Ensuring all new staff and visitors receive thorough security briefings
Your skills and experience will include:
- Relevant graduate qualification
- Five years’ experience in a systems/operations position with an international NGO, with two years at a senior level
- Fluent French and English (written and spoken).
- Management of diverse and multi-operational teams, including the ability to lead and motivate others
- Strong training and mentoring skills.
- Previous work in a similar context
- Management of a diverse team of senior staff
- Working with major international donors and grants compliance requirements.
- specialist knowledge and experience in one area of systems
- Excellent communication and interpersonal skills and an ability to motivate others
- Delegation, time management and prioritizing skills
- Computer literate and good knowledge of Word and Excel.
- Empathy with Concern’s mission, vision and goals, and our target group
- Proven experience in resource planning & budget management
- Experience in Tendering & contract management
We would also like:
- You to be flexible, reliable and proactive
- You to be culturally sensitive and empathic to others
- You to be able to work under pressure and to strict deadlines;
- You to have some sense of humour
- You to travel frequently to rural field locations and spend periods of time away from the capital in fairly basic conditions
- A ‘can do’ attitude
To apply: CVs should be submitted through our website at https://jobs.concern.net by closing date. Due to the urgency of this position we may offer this post before the closing date.
Concern is an equal opportunity employer and welcome applications from all section of the community.