Systems Director – Sierra Leone At Concern Worldwide

About the role: This is a 24 month, replacement role with accompanied terms based in Freetown with an annual salary of Grade 5 €45,859 – €50,954.

You will report to the Country Director and will directly line manage the Senior Logistics Coordinator, Senior IT Officer, HR Coordinator, and Administration Officer. You will work closely with the Programmes Director, Country Financial Controller, Area Coordinator Tonkolili and Base Manager Port Loko, Programme Coordinators, head office-based staff (Regional Director, Desk Officer, Logistics, IT and HR departments, etc.), partners, consortium members and engage with government authorities, donors, and other NGOs. We would like you to start at the end of January 2022.

Your purpose: As a key member of the Country Management Team (CMT), you will contribute to the development and management of the overall country programme, ensuring effective and efficient systems support to programme implementation in both a development and an emergency context. Reporting to the Country Director (CD), you will take specific responsibility for coordinating and managing the support systems (HR, Logistics, IT and Admin) and operational responsibility for security management for Concern’s programme in Sierra Leone in accordance with organizational and donor policies. You will lead in the continuing strategic development of our support systems in line with internationally accepted standards of best practice. You will represent Concern to relevant external stakeholders as necessary.

You will be responsible for:

Providing strategic leadership as part of the Country Management team

• Participate in the strategic management of the country programme through active involvement in planning and decision-making.
• Participate in the development and implementation of Concern Sierra Leone’s Country Strategic Plan (CSP) and other strategic frameworks (e.g. Preparing for Effective Emergency Response (PEER), Security Management Plan (SMP), Equality Action Plan, etc.) in collaboration with all relevant staff and third parties as necessary.
• Support the Programme Director 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 programme implementation.
• Support the Country Director and take a lead role in ensuring that Concern Sierra Leone adhere to international minimum standards of accountability and quality, through the application and active promotion of relevant standards and internal documents relating to policies and procedures, in particular Concern’s Code of Conduct & Associated Policies.

  Management of Systems/ Support Functions

  Logistics:

• Ensure that logistics systems including procurement, transportation, warehouse storage, control of and reporting on the use of supplies are carried out in accordance with Concern and Donor procedures and policies.
• Ensure that logistic systems are reviewed on a regular basis to ensure their efficiency and alignment with the needs of the country strategy.
• Implement effective and efficient asset management and fleet management controls and procedures and monitor these on an ongoing basis.
• Provide directly, or via support systems managers, guidance, training and monitoring of all logistical procedures and policies to programme and other staff in all locations.

  Human Resource Management:

• Ensure all existing and new HR Policies are devised, implemented and reviewed in line with those issued by Head Office and compliant with Sierra Leonean Labour Law.
• Advise the CMT on strategic HR issues and risks, taking the lead on key HR initiatives. Regular review and updating of the Staff Handbook, which outlines in detail staff terms & conditions.
• Lead in the completion of Concern Sierra Leone’s Staff Retention & Development Plan and its implementation across the country programme.
• Ensure that all staff comply with HR procedures, including recruitment and performance management, and that managers receive the training and support they need to manage their teams appropriately.
• Maintain and develop effective staff health & welfare systems in place in line with Concern’s staff welfare commitments.

  Administration:

• Oversee the maintenance and running of Concern’s premises (offices, stores and residences) ensuring that adequate supplies, staffing and support systems are in place.
• Ensure the leases for all premises and residences are pro-actively managed.
• Take the lead on managing legal risks, ensuring compliance with relevant Sierra Leonean law in contractual and taxation matters, liaising with the Concern lawyer on all legal matters.
• Proactively manage all issues related to taxes and government authorisations (communications licences, legal registration, project authorisations etc.).
• Maintain clear procedures for national and international travel arrangements and ensure that these are properly understood and complied with by all staff.

  Communication & IT Systems Support:

• Supervise IT staff to ensure that IT systems remain effective and secure. Ensure that IT and communication needs of staff are addressed on a timely basis.
• Ensure that all staff understand and fully comply with IT policies and procedures.

Security Management:

• In conjunction with the Country Director, take overall responsibility for the security of Concern Sierra Leone’s employees, premises and equipment.
• 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 Sierra Leone and the West Africa Region.
• Coordinate and chair regular security meetings with the Security Focal Groups (SFG) to keep up to date with security incidents and developing trends in all field locations.
• Work with the SFGs to ensure the development and maintenance of effective security systems for Concern employees, programmes and property.
• Revise regularly and implement the Sierra Leone Security Management Plan (SMP). Lead on the effective roll out of the SMP among all staff and their awareness of provisions within the various standard operating procedures contained within the SMP.

  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 budgetholders to ensure management of relevant support department costs in programme budgets and expenditure.
• In conjunction with the Country Director and Country Financial Controller set, manage and monitor the Systems annual budgets for International Staff/ Transport/ Administration.

  People Management:

• Manage senior Systems Department staff, contributing to their capacity building and career development through technical support, on-the-job training and coaching, including in particular a thorough induction at the start of their contract.
• Ensure that all department positions have accurate job descriptions and that each member of the team fully understands outcomes which are expected of them, by setting SMART objectives, and that they are aware of the success criteria relating to their work.
• Ensure that all department staff are aware of and comply with all of Concern’s policies and procedures.
• Ensure that work within the team(s) is planned and organised in a way which will meet the organisation’s needs in the most cost effective manner possible; ensuring that team members are given appropriate workloads and are working efficiently.

  Other:

• Actively promote equality within the organisation, particularly relating to gender, in support systems plans and activities.
• Play a lead role in emergency preparedness and response in collaboration with the Programme Director and Emergency Coordinator, and other relevant staff.
• Lead in Concern Sierra Leone’s reporting to head office of its carbon footprint and, with the CD and other CMT colleagues, play a leading role in identifying and implementing measures to protect our physical environment and contribute to addressing climate change.
• Contribute to achieving the highest standards of accountability through effective communication and information sharing within and outside the country programme as necessary.
• Promote awareness of and compliance with Concern’s key policies and procedures (Code of Conduct & Associated Policies, Logistics Procedures, HR Procedures, etc.).
• Undertaking other related duties as may reasonably be assigned by the Country Director.

  Your skills and experience will include:

  Essential:

• Third level qualification in relevant field (Business Administration, Human Resources, supply chain management or any other relevant disciplines).
• At least 6 years overseas 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 the skills of others.
• Experience of at least 2 years working in challenging contexts.
• Excellent communication skills (both written and spoken) and fluent in English.
• Excellent organisational and planning skills, problem solving and analytical skills.
• Willingness to travel frequently to rural locations and spend significant periods away from the capital and experience fairly basic conditions.
• Demonstrated experience of training and capacity building, ideally in a resource-poor country.
• Ability to work under pressure with numerous deadlines, and priorities.
• Ability to work on own initiative.

  Desirable:

• Experience of a range of donor rules and regulations, ideally at least some of the following donors: Irish Aid, FCDO, EU and USAID.
• Experience working in Sierra Leone or elsewhere in West Africa.
• Knowledge of Concern Worldwide key Policies, or policies of similar INGOs.
• Experience of both development and emergency contexts.

  We would also like:

• Excellent interpersonal skills.
• Cross cultural awareness and sensitivity.
• Good sense of humour.
• Empathy with Concern’s goals and a commitment to capacity building, protection and participation.
• Excellent communication skills.
• Demonstrated experience of team building and working in a participatory manner.
• Flexible and adaptable approach to working in a changing environment.