Assistant Country Director Systems, Sierra Leone

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

Job Title:Assistant Country Director Systems

Reports to:Country Director

Job Location:Freetown with at least 40-50% of time spent in Magburaka, Tonkolili District

Contract Details:2 year, grade C, Accompanied (partner only)

Job Purpose: The ACDS is a member of the country management team and shares responsibility for the effective and efficient delivery of Concern’s programme activities in Sierra Leone. Specifically, the role of the ACDS is to manage and continuously improve the support systems required to achieve this objective. Presently these systems functions comprise administration, IT, logistics and security management. In performing this role the holder will be required to provide strong leadership to those working within the support systems functions, to build team capacity and to document and implement procedures which will meet the accountability requirements of Concern Worldwide and donor organisations. In his/her management team role, the person appointed should be able to inform and support the strategic direction of the organization and in particular be able to cooperate effectively with Concern Worldwide’s partner and beneficiary representatives. In addition, the post holder will ensure adherence to Concern Worldwide and donor policies and standards. The ACDS is a member of the Senior Management Team.

Main duties & Responsibilities (Including Training Role): The focus of the ACD System’s work is to lead, manage and provide support and leadership for Concern Sierra Leone’s support systems.

Key objectives include: • Developing a number of initiatives (mainly focused on capacity and team building and strategic planning) to ensure continued integration of the systems support functions with programme functions, both at head office and field offices • Developing and disseminating procedures, guidelines and manuals (relating mainly to transport, stores, logistics, procurement, admin & IT), ensuring they are consistently applied across the organization Review these guidelines on an annual basis to make them relevant and context specific; ensure effective understand and implementation of these guidelines and procedures • Ensuring that all Concern Sierra Leone systems are planned and implemented in line with relevant policy and procedures of Concern Worldwide (and its donors) • Advising the Country Director on all policy matters related to systems, as appropriate • Periodically reviewing, updating and effective implementation of the Security Management Plan of Concern Sierra Leone in consultation and guidance of the Country Director • Working as a focal point for health, safety and the medevac of expats in close consultation with the Country Director • Ensuring effective implementation and monitoring of the recommendations made in the Logistics Review conducted in 2008 and subsequent audits that followed after that. • Ensuring accurate and regular analysis of consumption and expenditure related to fuel, administration, phone, security, transport etc and develop a cost effective and efficient support systems responsive to programme needs • Closely support the Assistant Country Director Programmes in the planning of donor proposals • Represent Concern at various fora as required • Manage and build productive relationships with UN and other agencies in relation to the above functions • Build productive relationships with national government agencies • Where possible and appropriate support Alliance 2015

Senior Management Team (CMT) • As a member of the CMT, the Assistant Country Director, Systems will contribute to the development of the country programme by: • Developing and managing a strong systems team, so that all systems functions provide optimal support to the country programme • Actively participate in the CMT meetings and be proactively involved in the decision making processes • Contribute to the development of the new Concern Sierra Leone Strategic plan • Ensure HAP standards are being applied through systems procedures • Ensure adherence to Programme Participant Protection Policy (P4) roll out.

Logistics: • In conjunctions with the Logistics Coordinator, rollout Concern Sierra Leone Logistics manual & procedures • Be responsible for the management, coordination and development of Concern Sierra Leone logistics function including direct management of Concern’s Logistics/Transport Programme Support Unit in Freetown and Magburaka field base and any other bases that may be established • Ensure that the procedures for procurement and purchasing of goods and services are in place and meet Concern’s and Donor’s standards of transparency and accountability • Ensure regular communication with field management staff, particularly in relation to procurement and delivery of goods and services • Ensure timely procurements of good and services as approved by programme management and country procurement plan, and the timely, safe and cost effective transportation of the same to Magburaka and field programmes • Oversee the setting up of housing and offices where required and on-going maintenance and running of current premises • Setup, monitor and maintain systems for managing warehouses / stores and oversee the implementation of these systems • Update, review and provide training to relevant staff and partners on Concern Sierra Leone Logistics Manual.

Communications and IT In conjunction with the local IT officer, ensure the IT function provides optimal support to the country programme by: Managing and further developing Concern Sierra Leone’s IT function, ensuring that the communication needs of the staff are met and ensure adherence to relevant IT operating protocols
• Ensuring that all HF, VHF and other communications equipment is operational, used in line with communications policy and that requisite training is provided to staff on usage protocols • Ensuring that the IT planning reflects programme priorities • Provide support and oversight for IT related issues including adherence to IT guidelines; • Liaise with Dublin IT support and the Regional IT manager in relation to IT maintenance and IT equipment management and formatting • Ensure that regular back ups and virus checks are carried out • In conjunction with the IT officer, develop and rollout Concern Sierra Leone IT manual & procedures. • Ensure the training of all relevant programme staff and partners in the proper use and maintenance of communications and IT equipment

Transport: In conjunction with the Logistics coordinator, ensure that the Concern transport fleet serves the needs of the country programme by: • In conjunction with the Transport Manager, developing and rolling out Concern Sierra Leone’s transport manual & procedures and ensuring their implementation • Having overall responsibility for overseeing the management of Concern Sierra Leone’s fleet in line with Concern Worldwide standards and procedures • Liaising closely with programme teams and management to determine transport procedures which will provide optimal support to the programme function • Ensuring that transport standard procedures are in place and that all relevant staff are trained, familiar with and adhere to all relevant transport and related security procedures • Ensure that Concern’s policies are adhered to and procedures are further developed in relation to the use of contracted transport, including trucks and air charters • Managing in-country insurance contracts, and ensuring that all transport users are familiar with the provisions of these insurance contracts • Updating, reviewing and providing training to relevant staff and partner’s staff in transport and fleet management procedures and standards.

Office Management and Administration • In conjunction with the Administration Manager, develop and rollout Concern Sierra Leone’s Administration manual & procedures • Ensure that office and houses are maintained and any required repairs are done in a timely manner and of a high standard • Set standards for office cleanliness and discipline, communicate the same to the staff and ensure that staff adhere to set standards • Ensure the smooth running of offices and the houses; ensuring that necessary items required are purchased regularly and damaged goods are repaired or replaced • Ensure that systems are in place for monitoring and renewing international visas • Ensure that visitors and new staff are provided with Welcome packs, schedules and in-country briefings and these are updated regularly • Ensure the on-going management of the asset registers and inventory is established • Provide systems induction to International staff members including information on housing, health and safety • In collaboration with HR manager and the Country Accountant, ensure that all issues related to taxes, travel permits, licenses, registration, etc. are dealt with as and when required • Update, review and provide training to relevant staff and partners on Concern Sierra Leone Admin manual.

Security Support the Country Director in the management of Security by: • Ensuring periodic security reviews are undertaken and the Concern Sierra Leone Security Management Plan and Standard Operating Procedures are updated as necessary • Ensure that all staff are familiar with the provisions of the SMP and SOPs and that these are adhered to • Ensure the safety and security of programme offices and houses • Ensure that staff are trained and familiar with the use of communications systems for security purposes • Maintain close contact with IMATT and other relevant agencies for the provision of security information and ensure such information is regularly communicated to relevant staff as appropriate • Ensure that evacuation measures are in place, periodically checked, and revised, if necessary

Financial • Effectively manage the monthly tracking of the Systems budget and expenditures, coordinate with the Country Accountant to ensure that management accounts, commentary and financial analysis for system’s expenditure is provided to the Senior Management Team in a timely way; • Provide input to the country team budget development process particularly in relation to logistics, transport, stores, accommodation, communications and security • Ensure organizational compliance to donor policies and guidelines • Ensure Concern Sierra Leone adheres to financial and regulatory requirements of the government of Sierra Leone with regard to visas, taxation and registration in liaison with the Country Accountant, Office Manager and Country Director. • Support Country Accountant in rollout of Concern Sierra Leone Finance manual & procedures across support systems • Contribute to the systems component of donor proposals

HR • Review staffing needs in relation to logistics, purchasing, transport, IT and administration and participate in the recruitment of staff and contractors/service providers as required • Build the capacity of programme, logistics, purchasing, transport, IT and administration staff through regular training and mentoring and conduct PDRs regularly for direct reports • Directly line management of the Logistics Coordinator, Admin Manager and IT Officer (performance and development management, day to day support and direction) • Ensure that all staff within the systems departments are being managed and supported appropriately by their respective line managers (particularly vis-à-vis performance and development management) • Provide or facilitate the provision of training and capacity building to systems staff • Ensure that HR policies in respect of Expatriate staff (housing, transport, security, health) are understood and being complied with • Assist with the roll out of Concern’s Programme Participant Protection Policy in respect of staff, beneficiaries, partners, suppliers and contractors. • Assist with the roll out of Concern’s Gender Equality Policy in respect of staff, beneficiaries, partners, suppliers and contractors • Support in the development of a gender balance in staff in Concern Sierra Leone • Ensure that all staff have Performance Development Review and appropriate actions and personal development plans are made

Other Duties: • Provide training to local partners’ logistics, transport and purchasing staff as required • Ensure that reports are compiled and produced to a good standard on a regular basis as required • Keep up to date on programme priorities and make frequent field trips to monitor systems related issues and procedures • Facilitate internal and/or external systems audit every year or more frequently where required • Participate in the assessment and evaluation of potential Implementing Partners • Participation in the review, monitoring and capacity building of Implementing Partners

Person specification: Essential Requirements

Education & Qualifications Required: Third level education/Master’s degree in systems management or logistics management

Experience Required: At least 3-4 years’ Management Systems/Logistics experience, with at least 2 years senior management experience working overseas with an INGO. Experience working in complex social environments; rigour and attention to detail; excellent interpersonal skills; well-developed participatory skills, ability to set priorities under pressure; excellent organisational and planning skills; strong communication, problem solving and analytical skills; flexibility and ability to prioritise and handle a diverse, complex, changing and heavy workload; cross cultural awareness and sensitivity; empathy with organisational goals; patience & a sense of humour; willingness to travel frequently and live under fairly basic conditions; team building; high respect for national staff; strong delegation and commitment for maintaining dead lines; experience of delivering training and of providing on the job coaching; proactive; analytical thinker; personal integrity; commitment to international development and an understanding of the role and responsibilities of INGOs in developing countries; disposition that suits taking a mentoring and coaching role; ability to meet deadlines; Fluent in English Special Skills, Aptitude or Personality Requirements

Experience working in complex social environments; excellent interpersonal skills; ability to set priorities under pressure; excellent organisational and planning skills; strong communication, problem solving and analytical skills; ability to prioritise and handle a diverse and heavy workload; cross cultural awareness and sensitivity; empathy with organisational goals; Patience & a sense of humour; Willingness to travel frequently and live under fairly basic conditions;

Desirable Requirements: Familiarity with Concern’s (or other INGO) HR, logistics and administration systems. Familiarity with IT equipment and security issues. Full and clean driving licence.

All applications should be submitted through our website at www.concern.net/jobs before the closing date 1.12.11

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

How to apply:

All applications should be submitted through our website at www.concern.net/jobs before the closing date 1.12.11