Uganda: Assistant Country Director - Systems

Founded in 1977, GOAL works to promote the realization of the fundamental rights of the poor, the vulnerable, and those affected by humanitarian crisis. GOAL currently works in 15 countries; Ethiopia, Haiti, Honduras, India, Kenya, Malawi, Niger, Sierra Leone, Sudan, South Sudan, Syria, Uganda, Iraq, Philippines and Zimbabwe. GOAL’s head office is in Dublin, Ireland with support offices in London and New York.

Operational in Uganda since the late 70’s, the current country programme focuses on two of GOAL’s three strategic sectors, namely: Health (including WASH and Health Accountability programming); and a market based approach to improving agricultural livelihoods. GOAL Uganda mainstreams HIV, gender, child protection and the resilience strategies across all programming. GOAL works on a district focused approach, and uses a mixture of direct implementation and partnerships with national and international civil society organizations, local government and private sector companies to give effect to our mission.

GOAL Uganda has a skilled team of approximately 120 personnel and manages an annual operating budget of approximately €3 million. GOAL is currently operational in the North, South, East and West of Uganda with five offices in Kampala, Bugiri, Abim, Kaabong and Agago. With a new livelihood programming planned we will open a new office in Lira in 2015.

The current GOAL Uganda country programme operational areas:

Description of the role:

The Assistant Country Director Systems (ACD-S) is a key member of the Senior Management Team at a country level, who will support and assist the CD in the overall management and leadership of the country programme. The ACD-S will assist the building and running of an organisation that can design, implement, monitor, evaluate and report on cost effective interventions of a high quality, consistent with relevant standards and norms. The ACD-S assists in the strategic planning and management of the country programme, working with programme and project teams and head office staff to define and implement a programme that gives meaning to GOAL’s mission, policies and procedures, within the Ugandan context.

The ACD-S will be expected to have a good understanding of the overall country programme, and be able to effectively deputise for the CD when s/he is on leave or absent, and to effectively represent the organisation and the country programme to external stakeholders.

The ACD-S will have responsibility for sections of the country programme including Human Resources and Administration, Logistics, Internal Audit, Communications and I.T. The ACD-S will have a focus on systems development, documentation and implementation, including working with HR on an effective in-house training programme and with Logistics and HR on audit systems for GOAL and donor policies. This will include the effective management of the GOAL asset register by facilitating the co-ordination of Logistics and Finance information.

The role of the ACD-S will be to coordinate and supervise the Logistics Coordinator, HRM, IT and compliance departments and to agree strategic priorities so as to ensure the efficient and effective implementation of GOAL’s programmes in Uganda.

Key tasks and responsibilities:

General Responsibilities:

· Develop a good understanding of the overall country programme;

· Deputise for the CD when CD is absent;

· Represent GOAL and the country programme, where relevant to external stakeholders;

· Agree with CD monthly and annual objectives, and provide CD with a monthly report on progress;

· Act as part of the Senior Management Team of the country programme, and chair meetings in absence of the CD;

· Perform other tasks, as agreed with the Country Director.

Human Resources and Administration:

· Directly supervise the Human Resources Manager (HRM); and be actively involved in recruitment using a variety of approaches assessing both technical and values fit

· Agree with the HRM monthly and longer term objectives for his/her department and review on a monthly basis their achievement based, in part, upon agreed performance indicators.

· Ensure, with HRM, effective monthly reporting on key indicators both for information and with a view to effective strategic planning of resources;

· Support management to implement an effective annual performance review and review the process regularly.

· Ensure that HR planning, including training succession planning, is developed in coordination with annual programme planning;

· Provide HRM with reasonable support and supervision as required to assist with the implementation of their work.

Logistics:

· Directly supervise the Logistics Coordinator (Log Co);

· Agree with the Log Co monthly and longer term objectives for his/her department and review on a monthly basis their achievement based, in part, upon agreed performance indicators.

· Ensure, with Log Co, effective monthly reporting on key indicators both for information and with a view to effective strategic planning of resources;

· Support the Log Co to lead and develop all members of their teams;

· Provide Log Co with reasonable support and supervision as required to assist with the implementation of their work and to ensure that targets are being achieved;

· Support Log Co to work with other functions and programmes to coordinate and link work across the country programme;

· Ensure there is a system in place for the technical support and supervision of the Field Logistics teams;

· Ensure, with Log Co, compliance of logistical operation with GOAL Logistical Manual and with Donor requirements;

· Guide, review, monitor and audit procurement transactions to ensure value of money and adequate specifications of items procured, as well as in areas such as code of conduct, ethics, fraud prevention and government procurement compliance;

· Liaise closely with the CD, FC, Logs Co and programme team to ensure that adequate resources are budgeted for when planning new programmes.

IT:

· Directly supervise the IT department;

· Agree with the IT team monthly and longer term objectives and review on a monthly basis their achievement based, in part, upon agreed performance indicators;

· Ensure that the IT planning reflects programme priorities;

· Ensure support and oversight by IT team for IT related issues including adherence to IT guidelines;

· Liaise with Dublin IT support in relation to IT maintenance and IT equipment management and formatting;

· Ensure that regular back-ups and virus checks are carried out.

Internal Audit & Donor Compliance:

· Direct management of Internal Auditor/ Donor Compliance Officer;

· Ensure Donor Compliance reports are submitted to Dublin on time;

· Ensure organisational compliance to donor policies and guidelines.

Finance:

· Coordinate with the Country Finance Team to ensure that field core cost budget management tools are provided for review and management;

· Prepare and manage the overall core cost budgets for GOAL Uganda;

· Manage the equipment budget for all GOAL Uganda.

Communications and Fundraising:

· Working with the Comms and Fundraising Officer to ensure GOAL Uganda works within GOAL branding and communications guidelines and international best practice

· Liaising with the CD, coordinate the communications annual plan

· Quality assure the development of promotional materials for internal and external use

· Working with the CD and ACDP, assist on funding proposals, and research of prospective donors

Policy, Procedures and Guidelines

· Working with the CD and the Senior Management Team (SMT) identify areas requiring development and set out priorities and plans for meeting them;

· Implement plans and report to CD and SMT on progress;

· Be responsible for implementation of the Document Management System throughout GOAL;

· Support policy development and implementation in Logistics, HR, IT and Finance, working with the respective Coordinators;

· Support the ongoing development and implementation of Logistics, HR, IT and Finance systems to improve the effectiveness and efficiency of the organisation;

· Liaise with Dublin on development of policies within head office and the field, sharing information in order to encourage the development of systems that are valuable for all parts of the organisation;

· Work with CD to plan and implement a process for Contingency Planning that identifies scenarios and develops response plans, suitable relationships with other stakeholders, and relationships with Dublin Ops.

· Coordinate and support all in country visibility work

Person Specification

A strong pro people focused individual with excellent management, capacity building and organisational development expereince.

Requirements:

Job Location:Kampala Uganda, with regular travel to programme sites

Reporting to: Country Director

Line manages: Logistics Coordinator, HRM, IT, Internal Auditor/Donor Compliance, Communications and Fundraising Officer, Administrator