Systems Director, Uganda | ReliefWeb

****Reference:****KK/SD/UG****Country:**** Uganda****Job Title:**** Systems Director

****Date requested****: 12th July 2015

****Contract Grade****: C

****Contract Length****: 2 years

****Date Needed By****: October 1^st 2015

****New Post or Replacement****: Replacement

****Accompanied / Unaccompanied****: Accompanied

****Exact Job Location****: Kampala with 50% time in programmes including Karamoja, Northern Uganda and West Nile. Programme visits to Karamoja are of approximately 10 days duration per visit.

****Reports To****: CD

****Responsible For****: Field Systems Manager- Karamoja, Human Resources & Admin Manager, IT Officer , Procurement Officer, Transport Officer (Kampala) , & support to Administrators in Pader and West Nile.

****Liaises With****: Programmes Director, RWANU Director, Country Financial Controller, Internal Auditor, Programme Managers, logs & admin personnel, Suppliers, Legal Services Provider, governmental officials as relevant and key systems support staff in Dublin.

****Job Purpose:****The Systems Director (SD) is responsible for the overall management of Concern Uganda’s support functions, which comprise administration, HR, IT, procurement & logistics, transport and security management. The Systems Director (SD) leads on ensuring that appropriate structure, systems and personnel are in place for effective support to Concern’s programmes in Uganda. The role includes coaching, mentoring and training of all support staff. The role also includes financial management of support costs and ensuring high levels of accountability and donor compliance. The Systems Director (SD) also fulfils the role of organizational security focal person.

****Main Duties & Responsibilities:****

Senior Management

· Participate in the management of the country programme’s strategic issues as a member of the Country Management Team (CMT)

· Assess the structure and effectiveness of systems functions in Concern Uganda and lead on systems strengthening.

· Put in place management information systems to monitor and regularly report on the effectiveness and efficiency of systems functions,

• Promote a value for money approach through analysing systems costs centres, identifying potential savings and implementing cost saving measures.


• Carry out logistics, admin and security assessment and planning for all new programmes and review support services for existing programmes as needed.


• Lead on the set-up and establishment of Concern systems, policies and procedures in all new programme areas.


• In collaboration with CD, address systems weaknesses identified through audit and review and report on progress at CMT level and through Symbiant Tracker.


• Lead on the integration of accountability commitments across systems functions and Uphold scrupulously organisational values and comply with the Programme Participant Protection Policy

****Human Resources Management :****

· Ensuring Human Resources policy and procedures are in line with Concern Worldwide organizational policy and follow Uganda labour legislation.

• Promote an attractive working environment based on equality, caring attitudes, and integrity where staff feel safe, valued and respected. In this respect support and liaise with the staff forum.


• Ensure effective performance development through the use of the PDR system for direct reports, and in supporting managers in using PDR across the country programme


• Lead on HR manual reviews and salary/benefits benchmarking exercises.


• Lead on the roll-out of complaints mechanisms and oversee grievance and disciplinary procedures


• In collaboration with the Programme and Area Managers, ensure the effective implementation of HR related HAP standard commitments


• Work with PD, CFC, PMs and HR Manager on the annual staff training plan.

*Procurement & Asset Management*

• In collaboration with PD and budget holders prepare an annual procurement plan for each programme identifying local, central (KPL) and international procurement.


• Ensure Concern and donor procurement procedures are understood and complied with by all relevant personnel – carry out training, support visits and develop checklists for field and Kampala personnel involved in procurement


• Lead on contracting for supplies, services and works including tendering and related contractor management.


• Lead on processes for preferred suppliers in the various programme locations and clearly communicate to suppliers Concern’s commitments on accountability, P4 and fraud.


• Ensure the Logistics teams maintain a clear, well-documented paper trail in their files


• Lead on all international procurement including timely ordering of supplies, quote evaluations, delivery and customs clearance.


• Develop multi-year plan for asset replacement (fleet and IT)


• Oversee the management of the fixed asset register


• Ensure personnel involved in stores management understand and comply with organisational procedures.


• Finalise in-country Asset and Inventory disposal procedures

*Finance & Donor Compliance*

• Prepare and manage the Admin and Transport budgets, in coordination with Area Managers, Programmes Director and CFC.


• Contribute to Proposal development by scoping and costing systems requirements (Transport, admin, IT etc) for funding applications. This includes developing and regularly updating cost menus for systems requirements and drafting systems components of budgets for donor applications.


• At the start of any new donor contract identify and communicate procurement requirements to the relevant personnel in all departments to ensure compliance throughout the duration of the project


• Ensure that all procedures in relation to Donations in Kind are complied with and obtain all necessary supporting documentation in relation to these

Administration:

· Oversee the on-going maintenance and running of Concern’s premises (offices and residences)

• Ensure the leases for all premises are actively managed, ensuring payments (including taxes) are processed on a timely basis and that contract renewals are assessed and implemented or amended on a timely basis


• Ensure that all issues related to government authorisations (such as work permits, licences on communications equipment, legal registration, annual returns etc) are managed proactively


• Liaise with contracted lawyers to ensure legal actions or court cases are dealt with promptly and efficiently


• Line management of HR and Admin Manager

*Security Management:*

• Support the roll out of the Security Management Plan and update as required


• Ensure all new staff and visitors receive thorough security briefings


• Ensure that Security focal groups are operational in each location and proactively communicate with SFG on a regular basis.


• Monitor implementation of security operational plans and strategies


• Support Programme and Area Managers in their day-to-day management of security matters

Transport Functions:

• Ensure effective fleet management is in place in all locations in accordance with Concern procedures


• Ensure all monthly transport reports on fuel usage, mileage, repairs and maintenance for each vehicle are accurate and submitted in a timely manner and review these for any potential issues


• Assess the transport requirements of the country programme on a regular basis and ensure that appropriate solutions (eg vehicle rental arrangements, transfers between locations, vehicle procurement) are implemented on a timely basis to meet these needs


• Develop a country specific transport manual


• Ensure vehicle servicing is planned around programme needs and that facilities are cost effective, efficient and reliable

Line manage transport manager and support development and management of Concern’s team of drivers.

****Information Technology:****

• Manage the national IT officer


• Ensure Concern’s IT policy and procedures are in place and followed


• Through the IT officer, ensure provision of effective support systems, enabling the smooth operation of IT systems


• Developing staff capacity to operate and manage IT systems in all offices.

****Line Management of staff:****

• Ensuring that each member of the team fully understands outcomes which are expected of them and that they are aware of the success criteria relating to their work.


• Building an effective and supportive team culture within the systems staff especially between field and Kampala support personnel.


• Ensuring that work is planned and organised in a way which will meet the needs of colleagues within the organisation in the most cost effective manner possible; ensuring that team members are given appropriate workloads and are working efficiently.


• Monitoring and reviewing performance and, in particular, holding staff accountable for meeting the success criteria; giving corrective feedback where required and taking decisive action in the case of poor performance.


• Identify and take appropriate action to fill resource gaps (create new roles or launch timely recruitment)

*OTHER:*

Undertake other related duties as may reasonably be assigned by the Country Director

****PERSON SPECIFICATION****

****ESSENTIAL****

****Education, Qualifications & Experience Required****:

• Degree in management, business administration or a relevant profession


• Previous Concern experience and knowledge of Concern WW policies, procedures and standards.


• Proven experience in resource planning, budget development & management and analysis for cost effectiveness.


• Experience in managing teams in different locations.

****DESIRABLE****

****Education, Qualifications & Experience Required****:

• IT, Communications equipment experience


• Experience in Tendering & contract management


• Fleet management

Special Skills, Aptitude or Personality Requirements:

• Problem Solving and Decision Making skills.


• Ability to inspire and build capacity of national staff.


• Good interpersonal skills and excellent negotiation skills


• Excellent English Language (both written and spoken)


• Information Technology (MS Office, Internet).


• Ability to work under pressure to meet tight deadlines


• Good team worker with good communication skills


• Empathy with Concern’s vision, mission, goal and objectives

Any Other Special Requirements: Willingness and ability to spend at least 50% of time in field locations primarily Karamoja.

How to apply:

All candidates who are short-listed for a first round interview will be notified via email after the application deadline.

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

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.

Concern receives a substantial amount of funding from external donors each year. Increasingly donors are introducing requirements whereby future funding is conditional on Concern ensuring that the names of any new employee or volunteer do not appear on terrorism lists generated by the European Union (List of person, groups and entities to which Regulation (EC No. 2580/2001 applies), the US Government (Office of Foreign Assets Control list of specially designated Nationals and Blocked Persons) and the United Nations (Consolidated List). Any offer of employment (either paid or voluntary) with Concern Worldwide will not be made pending a clearance check being conducted on the applicant. For additional information please consult our web site or contact the Human Resource Division in our Head Office.

Concern Worldwide is an equal opportunities employer and welcomes applications from all sections of the community.