Systems Director Jobs in Ethiopia

Systems Director Jobs in Ethiopia

Category:
  • Business and Administration, Human Resource and Recruitment, Warehouse, Supply Chain and Distribution Location:
  • Addis Ababa, Addis Ababa
    Career Level:
  • Senior Level (5+ years experience)

    Job Description

    Concern Worldwide is an Irish-based non-governmental, international, humanitarian organization dedicated to the reduction of suffering and working towards the ultimate elimination of extreme poverty in the world’s poorest countries.

    Job Title:

  • Systems Director
    Reports to:
  • Country Director (CD)
    Direct reports:
  • HR and Admin Manager, ICT officer, Log and Transport Coordinator in Addis Ababa

    Job Purpose:

    As a member of the Country Management Team (CMT), the SD contributes to the development and management of the overall country programme, ensuring effective and efficient systems support to programme implementation in both development and an emergency contexts.

    Reporting to the Country Director (CD), the SD is responsible for coordinating and managing the support systems (Admin, HR, Logistics, Transport and IT) and has operational responsibility for security management for Concern’s programme in Ethiopia.

    The SD is aware of, understands and ensures staff and system compliance with all of Concern’s policies and procedures.

    The SD, in consultation with the CMT and Dublin, will develop Concern’s systems, staffing and procedures to increase efficiencies and accountability, and to maximize our impact on poverty and crisis reduction. The SD will represent Concern to relevant external stakeholders as necessary.

    Main duties & Responsibilities:

    Senior Management role:

  • Participate in the management of the country programme’s strategic issues through involvement in decision making in the CMT and extended CMT.
  • Support the achievement of Concern Ethiopia’s Country Strategic Plan (2018 – 2021) and other strategic frameworks (Preparing for
  • Effective Emergency Response (PEER), Security Management Plan (SMP) etc.) in collaboration with all relevant staff and third parties
  • Support the Programme Directors and Country Director in the analysis of potential new programme areas, including ensuring comprehensive analyses of logistical and security issues and appropriate mitigating measures to address them.
  • Produce strategic analysis and plans for all systems support areas to strengthen the control environment while delivering fast, effective and efficient support to the programmes.
  • Ensuring that key Concern support policies and SoPs (Procurement and Logistics, Transport, HR, Warehousing, IT, SMP) are continuously updated as required and appropriate to the context
  • Support the roll out of organizational safeguarding and gender commitments, ensure Concern is a safe and family friendly organization for all staff.
  • Participate in investigations and complaint response as required.
  • Management of Systems/ Support Functions
  • Ensure efficient and timely procurement of goods and services in a transparent and accountable manner, ensuring value for money and justifiable use of funds.
  • Ensure price lists are available for effective budgeting.
  • Train, support and check personnel involved in procurement – oversee compliance of the logistics team Lead on tendering, contracting and international procurement
  • Ensure a clear, well-documented paper trail in systems files
  • Implement effective and efficient asset management controls and procedures and monitor these on an ongoing basis
  • Ensure that guidance, training and monitoring of all logistical procedures and policies are given to all field locations
    Review the SR tracker on a weekly basis and ensure that delays are rapidly identified and addressed in collaboration with programmes and logs team
  • In collaboration with Log and Transport Coordinator ensure cost effective maintenance of the Concern Worldwide fleet of vehicles
  • Ensure accurate and timely transport reports and provide recommendations to CMT
  • Assess the transport requirements of the country programme on a regular basis and ensure appropriate solutions are implemented
  • Ensure all offices comply to the Transport and Fleet Management Policy
  • Ensure all existing and new HR Policies are devised, implemented and reviewed in line with those issued by Head Office and Ethiopian Labour Law, and duty of care.
  • Actively promote diversity and gender equality in the workplace through improving and implementing recruitment and retention procedures.
  • Advise the CMT on strategic HR issues and risks, taking the lead on key HR initiatives.
  • Supervise and support the HR and Admin Manager to ensure that HR procedures, including recruitment and performance management, are complied with by all staff and that managers receive the training and support they need to manage their teams appropriately.
  • Oversee the maintenance and running of Concern’s premises (offices,
    stores and residences) ensuring that adequate supplies, staffing and support systems are in place in Addis and field offices.
  • Ensure that the minimum standards for staff accommodation and offices are budgeted for and implemented in all field locations.
  • Ensure the leases for all premises are pro-actively managed and closed out as required.
  • Take the lead on managing legal risks, ensuring compliance with relevant Ethiopian law in all contractual and taxation matters, liaising with the Concern lawyer on all legal matters.
  • Ensure all new staff and visitors receive thorough security briefings and apply Concern’s security protocols at all times
  • Liaise with necessary external bodies to keep abreast of current affairs in order to maintain an awareness of economic, political, humanitarian and security developments in Ethiopia and the Horn of Africa.
  • Coordinate and chair regular security meetings with the Security Focal Groups (SFG) to keep up to date with security incidents in all field locations.
  • Work with the SFGs to ensure the development and maintenance of effective security systems for Concern employees, programmes and property. Ensure SFGs submit minutes of groups.
  • Revise regularly and implement the Ethiopia SoPs. Work closely with ACs to ensure humanitarian access and staff safety
    Report access incidents on the OCHA Access database.
  • Undertake and/or ensure that Concern Ethiopia staff receive regular Security Trainings and that evacuation/fire drills are carried out on a regular basis.
  • Prepare monthly security briefs and sharing with the Field and Dublin.

    Communication & IT Systems Support

    Oversee the development and roll-out of IT systems that improve the efficiencies of the country programme, including HRMIS, Grant Management System, Fixed Asset and Procurement.
    Supervise the IT staff to ensure that IT systems are effective and that IT and communication needs of all staff are met, particularly the availability of internet
    Ensure that all staff understand and comply with IT policies and procedures
    Financial Management:

    Ensure that annual support cost budgets (and budget revisions) are complete, realistic and comply with relevant Concern and donor requirements
    Support the programme team in the preparation of proposals, ensuring in particular that proposal budgets include complete and realistic support costs.
    Work with the Country Financial Controller and programme budget holders to ensure management of relevant support department costs in programme budgets and expenditure.

    Job Requirements
  • 3rd level qualification in relevant field (Business Administration, Human Resources, supply chain management or any other relevant disciplines)
  • At least 6 years’ experience with an NGO in systems roles, 2 - 3 years at a senior management level.
  • Experience of leading and managing a diverse team of senior staff including international staff.
  • Proven strong management ability, including ability to motivate and develop skills of others.
  • Empathy with Concern’s vision, mission, goal and objectives and commitment to capacity building, protection and participation.

    Desirable
  • Experience working overseas
  • Experience of a range of donor rules and regulations, particularly OFDA, UN-OCHA, EU and ECHO
  • Knowledge of Concern Policies
  • Experience of both development and emergency contexts

    Special Skills, Aptitude or Personality Requirements:
  • Fluent English (written and spoken) and excellent communication skills
  • Excellent organisational and planning skills.
  • Strong problem solving and analytical skills.
  • Willingness to travel frequently to rural field locations and experience fairly basic conditions.
  • Excellent interpersonal skills, Cross cultural awareness and sensitivity.
  • Resilient with a good sense of humor
    Demonstrated experience of team building and working in a participatory manner.
  • Ability to work on own initiative.
    Flexible and adaptable approach to working in a changing environment.
  • Ability to work under pressure with numerous deadlines, and priorities.

    How to Apply
  • Interested candidates should apply online by 10th March 2019
  • Interested applicants should send non-returnable C.V., application letter outlining how your experience and education fit this vacancy, please note that no need to submit your supporting documents:
  • Concern Ethiopia, Human Resource ethiopia.recruitment@concern.net or
  • Ethiojobs.net OR P.O. Box 2434, Addis Ababa
  • 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 behavior expected of them.
  • Female candidates are highly encouraged to apply.
  • Only short listed candidates will be contacted

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