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Postion Title: Assistant
Country Director Systems
Location: Uganda
Contract Type: Fixed Term Contract
Contract Grade: C
Exact Job Location:
Kampala with 50% time in Karamoja and programme visits to Pader & Amuria. Karamoja visits of approximate 2 weeks duration per month.
Salary: €37,763
to €42,876 with benefits
Date Needed By:
End August 2013
Reports To: CD
Reference: JO/ACS/UG
Responsible For:
Human Resources & Admin Manager, IT Officer , Procurement Officer,
Transport Officer (Kampala) , Field
Systems Manager (Karamoja) & support
to Administrator (Pader)
Liaises With: RWANU Director, ACD-P, Country Financial
Controller, Programme Managers, logs & admin personnel, Suppliers,
Legal Services Provider,
governmental officials as relevant and Key systems support staff in
Dublin.
Job Purpose:
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.
Main Duties &
Responsibilities:
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.
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
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
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
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
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
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.
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.
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)
OTHER:
Undertake other related duties as may reasonably be assigned
by the Country Director
PERSON SPECIFICATION
ESSENTIAL
Education,
Qualifications & Experience Required:
• 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
DESIRABLE
Education,
Qualifications & Experience Required:
• IT,
Communications equipment experience
• Fleet
Management.
Special Skills,
Aptitude or Personality Requirements:
• 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
Any Other Special Requirements: Willingness and ability to
spend at least 50% of time in field locations primarily Karamoja.
Closing Date: 6/26/2013
How to apply.
All applications should be submitted through the website athttps://jobs.concern.net/VacancyDetail.aspx?VacancyUID=000000001914 by closing date.
CV’s should be no more than 4 pages in length.
All candidates who are short-listed for a first round
interview will be notified via email after the application deadline.
