Systems Director – CAR at Concern Worldwide

About the role

This is a 24 month, replacement role with unaccompanied terms based in Bangui, CAR with a salary Grade 5 €47,694 – €52,993 per annum.

You will report to the Country Director and will line manage the HR-admin Manager, ICT Officer and Logistic Coordinator. You will liaise with the Programmes Director, Country Finance Manager, other key staff and the Dublin based Regional Logistics Advisor.

We would like you to start asap.

Your purpose: As a member of Concern CAR’s Senior Management Team (SMT), the Systems Director (SD) will lead the effective and efficient delivery of Concern’s programmes by managing the support systems in line with Concern Worldwide and donor policies and standards. Within a dynamic working environment, expanding team and increasing portfolio of programmes and donors, you will take active participation in the strategic development and management of the Concern country programme in CAR.

You will be responsible for:

Systems management

• Reviewing procedures in all locations with regular monitoring and support visits to field programmes to ensure procedures are fit-for purpose in operational contexts of each programme.
• Managing information systems to monitor and report on the effectiveness and efficiency of Admin, HR, ICT and logistics departments.
• Provide relevant and timely recommendations to the SMT on required changes and improvements of systems policies and procedures based on programme needs and context changes.
• Ensure that control systems are in place and effectively implemented in all systems departments to guarantee accountability and compliant use of donor/internal funds.
• Carrying out logistics, admin and security assessments for all new programmes and establishing systems for new locations and interventions.
• Reviewing of all external contracts to ensure consistency, clarity and minimize liability for Concern.

Budget management

• Identifying and implementing potential savings and making recommendations to SMT.
• Preparing administration and transport and national salary budgets and track related expenditure. Proactive identification of issues for discussion with budget holders and SMT.
• Costing systems requirements for funding applications.

  Identifying all donor-specific system requirements to ensure compliance

Premises management

· Ensuring adequate supplies, staffing and support systems are in place for all Concern’s premises

• Ensuring leases for premises are actively managed and contracts assessed
• Ensuring all issues related to government authorisations are managed proactively.
• Ensure all offices, guest houses and international staff residences meet security, health and safety standards.

HR-admin management

• Line managing the HR-admin Manager
• Ensuring Concern is fully compliant with national employment legislation and requirements and global HR policies and procedures
• Ensuring staff are trained on the Safeguarding Policy and mechanisms to report and reduce potential for abuse are functioning effectively.
• Support the HR-admin manager in overseeing grievance and disciplinary procedures
• Overseeing the logistics arrangements for visitors
• Leading salary and benefit review processes and ensuring results are analysed and shared with SMT and other staff as appropriate.
• Overseeing the management the Health Insurance provision for National Staff.
• Promoting a gender balance at all levels in the workforce.
• Agree targets with SMT for recruitment and ensure these are met.
• Ensuring an effective performance development review (PDR) system is in place and ongoing training is provided to line managers and staff.
• Support the HR-admin manager to develop a capacity building plan for all staff
• Ensuring the systems structure is fit-for-purpose and relevant to support programme implementation effectively.
• Monitoring and reviewing team performance; giving corrective feedback where required and taking decisive action in the case of poor performance.

Logistics management

• Manage the Logistics Coordinator
• Support the Log coordinator to ensure cost effective maintenance of the Concern Worldwide fleet of vehicles and assess the transport requirements of the country programme are met
• Review regularly transport reports to ensure compliant fleet management and to identify issues timely.
• Ensure all offices adhere to the Transport and Fleet Management Policy, with particular attention to Fuel procedures.
• Ensuring efficient and timely procurement of goods and services based on programme needs in a transparent and accountable manner, ensuring value for money for the organisation and justifiable use of donor funds.
• Support the field teams and the log coordinator in developing an annual procurement plan for each programme.
• Leading on tendering, contracting and international procurement
• Ensuring a clear, well-documented paper trail in systems files
• Developing a multi-year plan for asset replacement (fleet and ICT)
• Overseeing the updating process of the fixed asset register.
• Ensuring all stores and assets are managed and accounted for in line with Concern and donor policies.

Information Technology

• Line Manage the ICT Officer
• Ensuring Concern’s IT policy and procedures are understood and adhered to by all staff.
• Ensuring provision of effective support systems, enabling the smooth operation of IT systems and management of information (including the servers, encryption, backup and protection mechanisms).
• 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
• Liaise with Dublin IT support and the Regional IT Advisor in relation to IT maintenance and IT equipment and management.
• Developing staff IT capacity, skills and confidence in using common software packages.

Security Management

• As SMT member for Concern Worldwide CAR, support and advise the CD in all security and systems related decisions.

• Contribute to the review and update of the Concern Worldwide Security Management Plan annually and as needed depending on security context change.

Your skills and experience will include:

• Relevant Master qualification (logistics, HR, or other relevant field).
• Five years’ experience in a systems/operations position with an international NGO, with two years at a senior level
• Fluent French and English (written and spoken).
• Management of diverse and multi-operational teams, including the ability to lead and motivate others
• Strong training and mentoring skills.
• Previous work in a similar context
• Working with major international donors and grants compliance requirements.
• Specialist knowledge and experience in one area of systems
• Excellent communication and interpersonal skills and an ability to motivate others
• Delegation, time management and prioritizing skills
• Computer literate and good knowledge of Word and Excel.
• Empathy with Concern’s mission, vision and goals, and our target group
• Proven experience in resource planning & budget management
• Experience in compliance/control and fraud mitigation systems.

We would also like:

• You to be flexible, reliable and proactive
• You to be culturally sensitive and empathic to others
• You to be able to work under pressure and to strict deadlines;
• You to travel frequently to rural field locations and spend periods of time away from the capital in fairly basic conditions
• A ‘can do’ attitude