Systems Director At Concern Worldwide

About the role: This is a 24 month, with unaccompanied terms based in Sanliurfa, Turkey with occasional travel to other cities with a salary of Band 5 €47,694 – €52,993.

You will report to the Country Director and will line manage Security, Logistics, Human Resources, Administration and IT staff and work closely with PD, CFC, Programme Managers, HR and Logistics in Dublin, externally.

We would like you to start in January 2022.

Your purpose: You will be responsible for the overall management of Concern Turkey’s support functions, which comprise administration, IT, HR, and logistics including procurement, warehousing and fleet management. You will ensure appropriate systems are in place to meet program needs, while ensuring the effective and efficient use of Concern’s resources. As a member of the Country Management Team, you will provide strategic direction to Concern Turkey. You will also supervise security management in country.

You will be responsible for:

• Ensure that key Concern support procedures (Procurement and Logistics, Transport, HR, IT, SMP) are continuously updated as required and appropriate to the context.
• Ensure that all staff are aware of and comply with Concern’s policies and procedures
• Ensure timely reporting to all relevant authorities, governmental bodies, donor or Headquarters.
• Ensure that the logistics function of Concern is strengthened to adequately support programmes in all aspects of logistics including but not limited to procurement, storage and stock management, transport and distribution of goods and facilitation of services.
• Ensure effective and efficient HR management and support Programme Managers in resource planning for new projects including logistics, HR and administration.
• Ensure appropriate IT support for the programme.
• Ensure Security Management Plan is updated and SOPs rolled out throughout the programme.
• Ensure all the measures are in place for vocational health and safety regulations.
• Together with CMT ensure implementation of Concern’s Code of Conduct and Safeguarding policies across the Turkey programme.
• Liaise with other INGOs, legal advisor, and other relevant stakeholders for effective coordination and implementation of logistics, HR and administration.
• Responsible for assuring Concern is compliant with local legislation, rules and regulations in terms of visas, tax, and labour law.

Human Resources:

• Ensure 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 relevant labour legislation.
• Lead the country team in rolling out the approved Human Resources Manual, including provision of briefings to staff and new recruits at induction
• Provide technical support and on-going on-the-job training and coaching to all staff. Advice managers accordingly on identifying training needs and provide support to HR Manager in identifying training and development programmes.
• Ensure that all positions have accurate job descriptions and staff contracts continue to be compliant with labour, tax and social security law and represent best practice
• Lead and follow the work permit applications and renewals for all international and Syrian staff.
• Ensure effective performance review and development through the use of the PDR system for direct reports, and in supporting teams in its use across the country programme
• Provide support to the HR Manager including advice and guidance for International Staff, ensuring any issues that arise are dealt with in accordance with Concern Worldwide HR Policy and the National and International Staff Manuals.
• In collaboration with the PD, ensure the effective implementation of HR related Core Humanitarian standard commitments.
• Uphold organisational values and comply with the Programme Participant Protection Policy
• Promote an attractive working environment based on equality, caring attitudes, and integrity where staff feel safe, valued and respected.

Administration and logistic functions: Ensure effective and efficient administrative and logistical support and resources are provided to the staff including, but not limited to:

• Ensure efficient procurement of goods and services in a transparent and accountable manner, ensuring value for money for the organisation and justifiable use of donor funds.
• Ensure procurement procedures are effective, efficient and adhered to by all staff
• Ensure effective management of drivers and fleet including supervision of fleet management, monitoring of transport reports, planning of vehicle rental according to programme needs, ensuring safe, reliable and efficient transportation for programmes and staff.
• Oversee the management of the offices and apartments and ensure contracts are up to date.
• Oversee the management of the fixed asset register
• Liaise with Concern’s lawyer to ensure all legal procedures are being followed.

Information Technology: To ensure effective IT systems for communication and data management linking with Concern Worldwide systems, Including but not limited to:

• Manage the IT staff and organise tasks by Regional or HQ IT staff as relevant.
• Ensure Concern’s IT policy and procedures are understood and adhered to by all staff.
• Ensure provision of effective support systems, enabling the smooth operation of IT systems and management of information (including the servers, if relevant).
• Develop staff IT capacity, skills and confidence in using common software packages.

Budget and Financial Management

• In conjunction with the Country Director and Country Financial Controller set, manage and monitor the support systems annual budgets for Transport/ Administration/International Staff
• Identify and implement potential savings and make recommendations to CMT.
• Identify all donor-specific system requirements to ensure compliance.

Security

• Implement and update the Security Management Plan and roll out SOPs for incident management
• Ensure all new staff receive thorough security briefings and apply Concern’s security protocols
• Act as Security Focal Point for Concern Worldwide.
• Support Security Focal Group(s) and ensure that the members have the knowledge and information to operate successfully.
• Prepare and share regular security / political briefs.

Accountability

· Promote and ensure compliance with the Core Humanitarian Standard (CHS) commitments and quality criteria

· Ensure that all staff are familiar with the principles underpinning accountability, safeguarding and Concern’s Complaints and Response Mechanism (CRM) and ensure that information about Concern’s commitments on accountability and safeguarding are disseminated among programme participants and communities

· Ensure that the CRM is functional, effectively implemented and accessible in all programmes’ locations, enabling safe reporting of both programmatic and sensitive complaints, including safeguarding concerns

· Ensure that complaints are welcomed, managed and responded to in a timely, fair and appropriate manner; ensure that sensitive complaints, including safeguarding concerns, are handled with utmost confidentiality and that the safety of the complainants and those affected is prioritised at all stages.

Other

• Any other related duties as assigned by the Country Director
• Contribute to organisational accountability initiatives
• Adhere fully to the commitments and rules of Concern’s Code of Conduct and associated policies, including the respect of confidentiality.

Your skills and experience will include:

Essential:

• At least Bachelor’s degree in public administration, business administration, social science or related disciplines.
• A minimum of five years’ experience in humanitarian sector in at least three of the following areas: logistics, admin, HR, IT, security.
• A minimum of three years’ team management and budget management experience with an International NGO.
• Experience in tendering & contract management.
• Experience of major international donors and compliance requirements.
• Experience in dealing with local authorities, national and international NGO’s /UN bodies.
• Excellent command of English (written and spoken).
• Computer literate and good knowledge of Word and Excel.
• Empathy with Concern’s vision, mission, goal and objectives and commitment to capacity building, protection and participation.

Desirable:

• Previous experience working in the Middle East/North Africa.
• Turkish language skills.

We would also like

• Delegation, time management and prioritizing skills.
• Ability to work with people from diverse backgrounds and cultures.
• Excellent communication and interpersonal skills, and ability to motivate others.
• Excellent teamwork skills and the ability to build good relations both internally and externally.
• Arabic language skills.
• Experience in security management.
• Experience in liaising with government agencies.

The expected competencies include

• Maintains confidentiality.
• Invites and acts on affirming and adjusting feedback from others.
• Empowers and coaches others to achieve results and develop their own solutions to problems.
• Promotes gender equality, challenging the reinforcement of negative gender stereotypes within the workplace.
• States logically with clearly articulated points and recommendations.
• Customer focus – proactively and effectively works with others to achieve best results.
• Works in an organized manner and meet required quality and timelines.