Ethiopia: Re-Advertised Systems Director

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

Concern Worldwide - Ethiopia Programme works in Somali, Gambella, Amhara, Tigray, Addis Ababa, and SNNPR, with humanitarian and development programmes seeking to address both the acute and underlying factors causing malnutrition, hunger and poverty.

We are seeking dynamic, highly organised and passionate candidates who are committed to our mission and values. This critical senior leadership role will ensure that Concern’s systems – Security, HR, Logistics, Transport, Admin & IT – are able to respond rapidly to humanitarian crisis and support effective and efficient programme implementation. We want to hear from qualified candidates with senior leadership experience, who can build high performing, accountable teams and improve systems and procedures, using technology and best practice, to ensure they are agile and fit for purpose. You will be central to our fast-paced, dedicated country programme team and regularly reflect, learn and improve our work to ensure the highest quality services for children, women and men affected by disaster, hunger and poverty in Ethiopia.

Job Title:

Systems Director (National Position)

Reports to:

Country Director (CD)

Direct reports:

HR and Admin Manager, ICT officer, Log and Transport Coordinator in Addis Ababa

Matrix manages field based Log and Transport staff

Liaises with:

Internally: Concern Ethiopia SMT and CMT members, all Concern Ethiopia staff, Dublin based Logs, HR, Transport and Security Advisors, SDs in other Concern Countries

Externally: close liaison with the Concern legal advisor; other INGOs, UNDSS, Alliance2015, ChSA and any other relevant external stakeholders

Job Location:

Addis Ababa with frequent travel to the field bases (30%) - Somali, Gambella, Amhara, Tigray, and SNNP

Term of Employment:

One year – with significant possibility of extension

Job Purpose:

As a member of the Country Management Team (CMT), the SD contributes to the development and management of the overall country programme, ensuring effective and efficient systems support to programme implementation in both development and an emergency contexts.

Reporting to the Country Director (CD), the SD is responsible for coordinating and managing the support systems (Admin, HR, Logistics, Transport and IT) and has operational responsibility for security management for Concern’s programme in Ethiopia.

The SD is aware of, understands and ensures staff and system compliance with all of Concern’s policies and procedures. The SD, in consultation with the CMT and Dublin, will develop Concern’s systems, staffing and procedures to increase efficiencies and accountability, and to maximize our impact on poverty and crisis reduction. The SD will represent Concern to relevant external stakeholders as necessary.

Main duties &

Responsibilities:

Senior Management role:

• Participate in the management of the country programme’s strategic issues through involvement in decision making in the CMT and extended CMT.
• Support the achievement of Concern Ethiopia’s Country Strategic Plan (2018 – 2021) and other strategic frameworks (Preparing for Effective Emergency Response (PEER), Security Management Plan (SMP) etc.) in collaboration with all relevant staff and third parties
• Support the Programme Directors 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 the programmes.
• Ensuring that key Concern support policies and SoPs (Procurement and Logistics, Transport, HR, Warehousing, IT, SMP) are continuously updated as required and appropriate to the context
• Support the roll out of organizational safeguarding and gender commitments, ensure Concern is a safe and family friendly organization for all staff. Participate in investigations and complaint response as required.

Management of Systems/ Support Functions

Logistics

• Ensure that logistics systems including procurement, fixed asset management, 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 efficient and timely procurement of goods and services in a transparent and accountable manner, ensuring value for money and justifiable use of funds.
• In collaboration with programmes teams, prepare and oversee a master annual procurement plan and ensure each project has procurement plans
• Establish and maintain a Pre-Qualified Suppliers list,
• Ensure price lists are available for effective budgeting.
• Train, support and check personnel involved in procurement – oversee compliance of the logistics team
• Lead on tendering, contracting and international procurement

· Ensure a clear, well-documented paper trail in systems files

· Implement effective and efficient asset management controls and procedures and monitor these on an ongoing basis

· Ensure that guidance, training and monitoring of all logistical procedures and policies are given to all field locations

· Review the SR tracker on a weekly basis and ensure that delays are rapidly identified and addressed in collaboration with programmes and logs teams.

Transport

• In collaboration with Log and Transport Coordinator ensure cost effective maintenance of the Concern Worldwide fleet of vehicles

· Ensure accurate and timely transport reports and provide recommendations to CMT

· Assess the transport requirements of the country programme on a regular basis and ensure appropriate solutions are implemented

· Ensure all offices comply to the Transport and Fleet Management Policy

Human Resource Management

• Ensure all existing and new HR Policies are devised, implemented and reviewed in line with those issued by Head Office and Ethiopian Labour Law, and duty of care.
• Actively promote diversity and gender equality in the workplace through improving and implementing recruitment and retention procedures.
• Advise the CMT on strategic HR issues and risks, taking the lead on key HR initiatives.
• Supervise and support the HR and Admin Manager to ensure that HR procedures, including recruitment and performance management, are complied with by all staff and that managers receive the training and support they need to manage their teams appropriately.
• Supervise and support the HR and Admin Manager to develop an induction, training and development strategy and annual plan in collaboration with department heads
• Promote an attractive working environment based on equality, empathy, and integrity where staff feel safe, valued and respected.

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 in Addis and field offices.
• Ensure that the minimum standards for staff accommodation and offices are budgeted for and implemented in all field locations.
• Ensure the leases for all premises are pro-actively managed and closed out as required.
• Take the lead on managing legal risks, ensuring compliance with relevant Ethiopian law in all contractual and taxation matters, liaising with the Concern lawyer on all legal matters.
• Ensure that all issues related to taxes and government authorizations (communications licenses, legal registration, project authorizations etc.) are managed proactively
• Ensure that clear procedures for national and international travel arrangements are in place and are understood and complied with by all staff.

Security Management:

• In conjunction with the Country Director, take overall responsibility for the security of Concern Ethiopia’s employees, premises and equipment. Act as the overall Security Focal Point for the Country Programme
• Ensure all new staff and visitors receive thorough security briefings and apply Concern’s security protocols at all times
• 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 Ethiopia and the Horn of Africa.
• Coordinate and chair regular security meetings with the Security Focal Groups (SFG) to keep up to date with security incidents in all field locations.
• Work with the SFGs to ensure the development and maintenance of effective security systems for Concern employees, programmes and property. Ensure SFGs submit minutes of groups.
• Revise regularly and implement the Ethiopia SoPs. Work closely with ACs to ensure humanitarian access and staff safety
• Report access incidents on the OCHA Access database.
• Undertake and/or ensure that Concern Ethiopia staff receive regular Security Trainings and that evacuation/fire drills are carried out on a regular basis.
• Prepare monthly security briefs and sharing with the Field and Dublin.

Communication & IT Systems Support

· Oversee the development and roll-out of IT systems that improve the efficiencies of the country programme, including HRMIS, Grant Management System, Fixed Asset and Procurement.

· Supervise the IT staff to ensure that IT systems are effective and that IT and communication needs of all staff are met, particularly the availability of internet

· Ensure that all staff understand and comply with IT policies and procedures

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 budget holders 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 and 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.
• Monitor and review performance of senior Systems Department staff and hold staff accountable for meeting their success criteria; give corrective feedback where required and take decisive action in the case of poor performance.
• Ensure that work within the team(s) is planned and organized in a way which will meet the organization’s needs in the most cost effective manner possible; ensuring that team members are given appropriate workloads and are working efficiently.

Gender Equity:

· Provide leadership to demonstrate that Concern strives to become a gender equitable organization with a positive gender sensitive working environment

· Ensure the implementation of Concern’s gender equality strategy in relation to HR policies and procedures

· Lead on the development and implementation of the affirmative recruitment policies in order to improve staff gender ratios within the organization

· Ensure that gender equity is maintained in training, career promotion, and organizational benefits for female and male staff

· Ensure all new staff are acquainted and familiar with Concern’s gender equality strategy

Representation:

• Stand in for the CD when necessary to represent Concern at relevant government, donor, UN or inter agency meetings.
• With the CD, contribute to national-level NGO / UN coordination efforts to facilitate effective humanitarian intervention in the country.

Other:

• Take active measures to address equality issues, particularly relating to gender, in programme as well as operational (eg HR) activities.
• Ensure the highest standards of accountability through ensuring good communication and information sharing within and outside the programme and enabling staff, beneficiary and other stakeholders’ participation at all stages of the project cycle.
• Be aware of, understand and comply with all of Concern’s policies and procedures (finance, logistics etc).
• Be aware of, understand, comply with and be a model of Concern’s HR policies like P4 and Code of Conduct.
• Actively participate in any emergency response if necessary.Undertake other related duties as may reasonably be assigned by the Country Director.

Emergency response

Concern is committed to responding to emergencies efficiently and effectively in order to help affected people meet their basic needs, alleviate suffering and maintain their dignity. To this end, when emergencies strike and Ethiopia Programme is to respond, all staff are required to actively participate in the response, regardless of location and contribute to the efforts aimed at achieving the humanitarian objective of the organization.

Person specification:

Essential

• 3^rd level qualification in relevant field (Business Administration, Human Resources, supply chain management or any other relevant disciplines)
• At least 6 years’ 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 skills of others.
• Empathy with Concern’s vision, mission, goal and objectives and commitment to capacity building, protection and participation.

Desirable

• Ethiopian national with overseas working experience
• Experience of a range of donor rules and regulations, particularly OFDA, UN-OCHA, EU and ECHO
• Knowledge of Concern Policies
• Experience of both development and emergency contexts

Special Skills, Aptitude or Personality Requirements:

Essential:

• Fluent English (written and spoken) and excellent communication skills
• Excellent organisational and planning skills. Strong problem solving and analytical skills.
• Willingness to travel frequently to rural field locations and experience fairly basic conditions.
• Excellent interpersonal skills, Cross cultural awareness and sensitivity.
• Resilient with a good sense of humor
• Demonstrated experience of team building and working in a participatory manner.
• Ability to work on own initiative.
• Flexible and adaptable approach to working in a changing environment.

Ability to work under pressure with numerous deadlines, and priorities.

What we Offer:

· A competitive salary and benefit package

· Excellent medical benefits (100% cover including dependents)

· 20 days annual leave

· 26 weeks (paid) maternity leave, 18weeks(unpaid) parental leave

· Opportunities to travel overseas and gain international experience

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.

Female candidates are highly encouraged to apply.Only short listed candidates will be contacted

Interested applicants should send non-returnable C.V., application letter outlining how your experience and education fit this vacancy, please note that no need to submit your supporting documents at this level:

Concern Ethiopia, Human Resource Department

ethiopia.recruitment@concern.netOR

Ethiojobs.net OR

P.O. Box 2434, Addis Ababa.