Contract Length: One year contract with three months probationary period.
Contract Start: ASAP
Duty Station: Blantyre with a minimum of 50% in the field sites.
General Description of the Programme:
GOAL has been implementing programmes in Malawi since 2002. Currently GOAL implements programs in HIV, water and sanitation, livelihoods/food security and disaster management in Nsanje district.
GOAL Malawi has its main office in Nsanje town, a liaison office in the capital city of Lilongwe, which houses the Country Director, as well as a logistics base in Blantyre.
The current donors are Irish Aid, ECHO, DiPECHO, GOAL, DFID and UNICEF.
General Description of the Role:
GOAL Malawi activities are expanding into new geographic areas, and in line with this, the demands on the programme support departments are growing. The Assistant Country Director (Systems) will manage with the Logisitics Dept, Human Resources Dept, IT Dept. Administration, as well as the Field Logistics Officers to ensure all the support systems meet the demands that the growing organisation places upon them.
The Assistant Country Director (Systems) is a key member of GOAL Malawi’s senior management team and will also be expected to contribute to the overall development and running of the country programme. Significant focus will be on expanding the capacity of the logistic department, IT dept, administration dept. and Human Resource dept, through mentoring the different managers. The role will also have particular emphasis on monitoring, which will involve a significant amount of internal auditing. He/She should partake in the weekly and monthly management meetings.
Overall objectives of the position:
Train, mentor, support and monitor key staff to ensure effective running of the Logistics, Human Resource and IT departments of the GOAL Malawi Programme. Work with the financial controller, contributing to donor proposals and reports, budget development, and review and monitoring of expenditure. Review and oversee donor compliance.
KEY TASKS & RESPONSIBILITIES:
• Develop a good understanding of the overall country programme;
• Deputise for the CD when CD is absent;
• Represent GOAL and the country programme, where relevant to external stakeholders;
• Agree with CD monthly and annual objectives, and provide CD with a weekly report on progress;
• Act as part of the Senior Management Team of the country programme, and chair meetings in absence of the CD.
• Perform other tasks, as required by the Country Director
Logistics Management Systems:
The Assistant Country Director (Systems) will work closely with the Logistics Department Managers to ensure that work areas mentioned below are carried out to the highest possible standard:
• Support the Logistics Managers, through training and mentoring, to ensure proper implementation of GOAL Logistics manual and locally established systems & procedures;
• Liaise closely with the CD, FC and programme team to ensure that adequate resources are budgeted for when planning new programmes.
• Mentor the Logistics Managers in the general management of the GOAL Malawi logistics departments;
• Train, support and monitor the Procurement Manager in the effective implementation of the GOAL Malawi procurement activities and related paperwork;
• Guide , Review, monitor and audit procurement transactions to ensure value of money and adequate specifications of items procured, as well as in areas such as code of conduct, ethics, fraud prevention and government procurement compliance;
• Ensure GOAL Malawi IT and all other Fixed Assets are managed appropriately in line with GOAL policies;
• Advise and support the Transport Manager in improving and standardising the fleet management systems and devise systems to ensure efficiency;
• To oversee the Safety & Security System; professional approaches and systems as necessary. Devise and ensure adherence of security systems and training;
• To review and maintain stock management and asset management systems;
• To liaise with GOAL International Logisticians support departments as appropriate to update and review logistics and procurement systems and standards.
The Assistant Country Director (Systems) will work closely with the Financial Controller to ensure that the following tasks are carried out to the highest possible standard:
• Contribution to donor proposals and reports consistent with guidelines and deadlines for the operations Departments
• Contribution to annual budget and quarterly rolling budgets for the operations Department.
• Monitoring and controlling of operations expenditure to ensure that it stays within available funding and agreed budgets using budget monitoring tools and highlight, as appropriate, under/overspends and agree actions required.
• For proper budget monitoring ensure that budgets are allocated accordingly to Head Office and to Project Managers in the relevant regions, with separate identifiable coding.
• Maintain and improve appropriate systems of internal control, particularly with respect to Field Office sites, and make use of IT where possible to improve financial systems.
• Production of relevant, useful and timely information to the Country Director with respect to GOAL Malawi Operations functions
• Capacity building of GOAL’s national logistics, IT and HR staff
• Ensure that GOAL Ireland’s and GOAL Malawi’s financial, logistics and HR procedures and policies are adhered to at all times.
• To ensure appropriate controls over the authorisation charts is always current and followed by employees.
• Ensure confidentiality of all GOAL Malawi data at all times, ensuring that no information is reported externally without sign off by the FC and/or Country Director
• Ensure Donor guidelines are followed at all times.
Human Resource Management Systems:
The Assistant Country Director (Systems) will work closely with the Human Resource Manager and ensure that work areas mentioned below are carried out to the highest possible standard:
• Review and analyse organisational structures and present to the Senior Management Team and specially the Country Director
• Review human resource plan, actual vs. requirement balance, as well as human resource planning process
• Review the disciplinary and grievance procedures in accordance with the GOAL Malawi admin/personnel manual and the Labour Law of Malawi, provide advice and guidance to the HR Manager as needed
• Review system to ensure timely recruitment of appropriate new staff for GOAL Malawi
• Overseeing of systems to ensure that employment contracts are issued/renewed/terminated as required.
• Review proper implementation of performance appraisal systems in accordance with the GOAL procedures; make improvements, introduce changes as appropriate in order to have a more informative and objective result
• Overlook strict adherence to all GOAL Malawi HR procedures and rules, in compliance with Malawi Labour Law
• Provide guidance to HR Manager on continual updating the Personnel Manual to reflect changes in GOAL policies and the Malawi Labour Law
• Support Line Managers to implement training and development plans for all GOAL Malawi staff. Devise ways of identifying training needs and ensuring the applicability of same on the job. Advise Managers accordingly, provide support to HR Manager in identifying training and development programmes to be prioritised
• Support the HR Manager in reviewing staff legal cases; review reports produced by HR Manager on cases followed up by the Legal Officer
• Review all contracts with third parties; ensure compliance with the rules of GOAL and relevant Malawi Law.
• Ensure HR files are up to date with proper contract, JD, appraisals, timesheets, and record of any disciplinary issues.
• Minimum 5 years previous experience in administration and logistics related management at a senior management level.
• 3 + years of previous overseas management experience
• Audit experience essential.
• Education to degree level in a related subject. Preference given to a financial qualification.
• An interest in capacity building/mentoring of teams
• An ability to travel (no more than 25% of time on average over the contract)
• Good skills in systems implementation and development
• Strong experience liaising with governmental / local authorities and other NGO’s.
• Excellent staff management and personnel skills
• Budgetary control and financial management skills
• Excellent analytical and writing skills;
This Job Description only serves as a guide for the position available. GOAL reserves the right to change this document. This is an unaccompanied position. Interviews will be held in Dublin or London. Unfortunately GOAL cannot contribute to financial costs incurred when attending interview.
Note: GOAL is an equal opportunities employer.
Note: GOAL is an equal opportunities employer.
GOAL has a Staff Code of Conduct and a Child Protection Policy which have been developed to ensure the maximum protection of programme participants and children from exploitation. Any candidate offered a job with GOAL will be expected to adhere to these policies any job offer made is also subject to police clearance.
If you would like to apply for the above position, please send your CV and covering letter to email@example.com, ensuring that the job title and location of the role are clearly stated in the subject line of your email.