Concern Worldwide is recruiting a System Director, to be based in Quelimane, Mozambique.
Duties
- 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
- 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
- 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
- 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
- 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
- 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
Requisites
- 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)
Notes
- Only short listed applicants will be contacted
How to Apply