(CLOSED) Assistant Country Directors Systems

Concern

Closing date: 13 Dec 2009 -- (CLOSED)
Location: Ethiopia - Addis Ababa

Job Title: Assistant Country Director Systems

Reports to: Country Director

Direct reports: Transport officer, Logistics Officer, Administrator and IT

Job Location: Addis Ababa, with regular travel to rural programme areas

Contract Details:
2 year contract
Accompanied
Grade C

Job Purpose:

- To direct and strengthen the administrative, HR, logistical and transport, and IT management capacity within Concern Ethiopia (CE) through the provision of management and organisational support to national officers/managers.
- To provide clear support systems for the programmes and to ensure that support systems and structures are operating effectively and are able to contribute towards the achievement of the longer term goals for the country programme.
- To ensure that the administrative support functions, evolve and achieve regularly set objectives.
- To deliver a number of management trainings initiatives to specific staff and to coach, mentor and develop the skills of staff involved in system support for programme implementation.

Main duties & Responsibilities:

Logistics

- Ensure that logistics functions are in line with organisational policies and procedures and national law.
- Develop CE Logistics and Purchasing Manuals, update & revise regularly and monitor their implementation
- Establish effective controlling systems that enable Concern to safeguard assets and stocks and ensure timely reporting on assets and on irregularities in the register. Ensure that stock movements are reported accurately and on time.
- Ensure that all items in the store are properly handled and when appropriate are properly disposed. .
- Collaboratively work with the Country Accountant in the management of systems budgets planning and expenditure monitoring.
- Develop and maintain a preferred suppliers lists
- Ensure that appropriate regular support and advice is provided to field offices in the area of logistics.

Transport

- Develop CE transport manual update, revise regularly and monitor its effective implementation
- In consultation with appropriate staff and finance, prepare transport budgets and monitor and manage effective utilisation
- Ensure that the overall management of CE’s fleet is in line with Concern WW standards and procedures
- Establish and maintain effective controlling system to safeguard mechanical assets, stocks and vehicles.
- Ensure that staff are receiving appropriate trainings to accomplish their job effectively and ensure that appropriate information is disseminated to all relevant staff.
- Ensure and monitor the appropriate use of Concern vehicles.
- Ensure that all CE vehicles are being regularly serviced, properly handled and maintained.
- Provide advice to all sector managers in the proper use of CE transport facilities.
- Review the present situation regarding fleet replacement and provide a report with recommendations to the CD
- In consultation with the Transport manager, agree, monitor and manage the transport budget

Administration

- Manage, mentor and provide support making sure that proper training is provided to the administration staff.
- Ensure that standard administration processes and procedures are implemented and developed.

- Ensure that effective systems are in place and are implemented for monitoring conditions of all premises and equipment used by CE.
- Ensure that appropriate health and safety measures and guidelines are in place and respected and that training is provided, as required.
- Ensure that the overall physical working environment is conducive in terms of keeping the compound pleasant and equipped with the necessary health and safety equipment and that equipment that is not required is properly disposed.
- Ensure the proper archiving and disposal of records/documents produced by CE.
- Ensure that CE is properly registered and compliant with all government of Ethiopia requirements
- In consultation with the Administrator, agree, monitor and manage the admin budget

IT

- Manage and support the Country IT Officer to ensure that:
- Concern WW IT policies, procedures are guideline are communicated to all staff and implemented effectively.
- Work with the IT Officer to ensure that concern.net is maintained appropriately and related issues are addressed and resolved speedily.
- Ensure that all IT equipment is maintained, accounted for and used appropriately.
- Consult with Dublin IT dept and regional IT advisor on appropriate IT matters.
- In consultation with the IT officer, agree, monitor and manage the IT budget

Security

- Ensure the CE Security Management Plan is updated and implemented, and revised on an annual basis or more frequently if appropriate, and that all staff are familiar with the plan.
- Act as the focal point in Ethiopia for security issues, in close collaboration with the Country Logs & Transport Manager.
- Disseminate security information to relevant staff, especially internationals who are new to Ethiopia.
- In consultation with the CD, ensure there is a system for regular monitoring and analysis of the security contexts in Wollo, Wollayita, Addis, and additional areas within which Concern is working and throughout Ethiopia.
- Ensure that all Concern vehicles and premises meet security standards.
- Review the need for communications equipment in all Concern vehicles and report to management on the outcome of the review.

HR

- Direct and develop the HR strategy for CE, with particular emphasis on recruitment of capable national staff, staff retention, training and development.
- Direct the HR department, and provide support and direction to the HR Manager and field based HR Managers.
- Ensuring that the provisions of the CE HR Manual are firmly established, and that HR standards and procedures are implemented and respected by all staff.
- Ensure that HR related policies, procedures and manuals are regularly revised and updated.
- Ensure that department managers conduct probation appraisals and set appropriate objectives for all staff.
- Lead the process of staff succession planning, in conjunction with the CD and ACDs.
- Ensure that effective staff training and development intervention scheme/plan is in place and effectively implemented.
- Ensure that a proper induction pack is in place and that new staff receive proper induction within the first week of employment.
- Manage the ongoing roll-out of Concern P4 policy, reporting mechanism and associated developments and ensure all staff are familiar with it and abide by the Code of Conduct.
- Provide appropriate support and assistance with staff recruitment.

Management

- Maintain relationships with other national and international organisations and represent CE, as appropriate.
- Play an active role in the development and management of the country programme and functions by means of SMT, and informal meetings.
- Lead in the interim review of the CSP.
- Deputise for the CD when required

Work Targets Set For This Post

- Finalisation of CE Logistics, Purchasing & Transport Manuals, update the Security manual and implementation of the provisions of all manuals, including appropriate training.
- Review the present staff deployment and ensure that it is in compliance with the new organisational restructuring.
- Mentor and support key senior national staff and provide support to other staff and managers to enable them to do same with key national staff in their departments.
- Production of an interim review of the CSP

Person specification:

Essential:

- Primary degree in logistics, transport, administration or associated discipline
- Three years at senior management level, in the areas of transport, logs, (emergency), HR, security, IT or related ed experience
- Excellent interpersonal skills;
- Ability to set priorities under pressure.
- Excellent organisational and planning skills
- Skills in teaching and coaching.
- Strong communication, problem solving and analytical skills
- Able to prioritise and handle a diverse and heavy workload
- Cross cultural awareness and sensitivity.
- Empathy with organisational goals.
- Patience and a sense of humour.
- Willingness to travel frequently

Desirable:

- Post degree qualification in logistics or management related discipline. Qualification in security management
- Experience of security procedures; emergency logistics, training /mentoring experience

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.

Reference Code: RW_7XYMYP-51