Earn Over 38,000 Euros as Systems Director at Concern Worldwide

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Job Title:    Systems Director
 
Organization: Concern Worldwide
Duty
Station: Kampala, Uganda
Salary: €38,518 – €43,733
HR
Reference: KK/SD/UG
About
Concern:
Concern Worldwide is an international
non-governmental, humanitarian organization whose mission is to help people
living in extreme poverty achieve major improvements in their lives which last
and spread without on-going support from Concern.
Job
Summary: The Systems
Director (SD) will be responsible for the overall management of Concern
Uganda’s support functions, which comprise administration, HR, IT, procurement
& logistics, transport and security management. The Systems Director (SD)
leads on ensuring that appropriate structure, systems and personnel are in
place for effective support to Concern’s programmes in Uganda. The job 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 Systems Director (SD) also fulfills
the role of organizational security focal person.
Key
Duties and Responsibilities: 
1. Senior Management:
·        
Take
part in the management of the country programme’s strategic issues as a member
of the Country Management Team (CMT)
·        
In
charge of assessing the structure and effectiveness of systems functions in
Concern Uganda and lead on systems strengthening.
·        
Instill
management information systems to monitor and regularly report on the
effectiveness and efficiency of systems functions,
·        
Actively
promote a value for money approach through analysing systems costs centres,
identifying potential savings and implementing cost saving measures.
·        
Carry
out logistics, administration and security assessment and planning 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.
·        
Work
closely with the Country Director to address systems weaknesses identified
through audit and review and report on progress at CMT level and through
Symbiant Tracker.
·        
Oversee
the integration of accountability commitments across systems functions and
Uphold scrupulously organisational values and comply with the Programme
Participant Protection Policy
2. Human Resources Management:
·        
Ensuring
Human Resources policy and procedures are in line with Concern Worldwide
organizational policy and follow Uganda labour legislation.
·        
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 managers in 
using PDR across the country programme
·        
Manage
HR manual reviews and salary/benefits benchmarking exercises.
·        
In
charge of leading on the roll-out of complaints mechanisms and oversee  grievance and disciplinary procedures
·        
Work
closely with the Programme and Area Managers, ensure the effective
implementation of HR related HAP standard commitments
·        
Work
with PD, CFC, PMs and HR Manager on the annual staff training plan.
3. Procurement & Asset Management:
·        
In
collaboration with PD and 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 develop
checklists for field and Kampala personnel involved in procurement
·        
Lead
on contracting for supplies, services and works including tendering and related
contractor management.
·        
Lead
on processes for preferred suppliers in the various programme locations and
clearly communicate to suppliers Concern’s commitments on accountability, P4
and fraud.
·        
The
incumbent will 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.
·        
In
charge of developing 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:
·        
In
charge of preparing and managing the Admin and Transport budgets, in
coordination with Area Managers, Programmes Director and CFC.
·        
Significantly
contribute to Proposal development by scoping and costing systems requirements
(Transport, admin, IT etc) for funding applications. This includes developing
and regularly updating cost menus for systems requirements and drafting systems
components of budgets for donor applications.
·        
At
the start of any new donor contract identify and communicate procurement
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:
·        
Manage
the on-going maintenance and running of Concern’s premises (offices and
residences)
·        
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
·        
Work
closely with contracted lawyers to ensure legal actions or court cases are
dealt with promptly and efficiently
·        
Mentor
and line manage the  HR and Admin Manager
6. Security Management:
·        
Support
the roll out of the 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 and proactively
communicate with SFG on a regular basis.
·        
Actively
monitor the 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 locations, vehicle procurement) are implemented on a timely basis to
meet these needs
·        
In
charge of developing a country specific transport manual
·        
Ensure
vehicle servicing is planned around programme needs and that  facilities are cost effective, efficient and
reliable
·        
Line
manage transport manager 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
·        
In
charge of 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.
·        
In
charge of 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)
10. Other: Undertake other related duties as may
reasonably be assigned by the Country Director
Qualifications,
Skills and Experience: 
·        
The
ideal candidate for the Systems Director Opportunity at Concern worldwide
should hold a Degree in management, business administration or a relevant
profession
·        
Previous
Concern experience and knowledge of Concern WW policies, procedures and
standards.
·        
Demonstrated
experience in resource planning, budget development & management and
analysis for cost effectiveness.
·        
Past
experience in managing teams in different locations.
·        
IT,
Communications equipment experience
·        
The
applicant must have experience in Tendering & contract management
·        
Knowledge
of Fleet management
·        
Problem
Solving and Decision Making skills.
·        
Ability
to inspire and build capacity of national staff.
·        
Excellent
interpersonal skills and excellent negotiation skills
·        
Excellent
English Language (both written and spoken)
·        
Computer
and Information Technology skills i.e. 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 suitably qualified candidates are
encouraged to send their applications through our website at the web link below
including updated CV’s/ resumes which should be no more than four pages in
length.
Deadline:
5th August 2015
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