Systems Coordinator - Liberia

Job
from Concern Worldwide
Closing date: 11 Jul 2018

Systems Coordinator

Liberia

About the role: This is a 12 month, replacement role with unaccompanied terms based in Buchanan, Grand Bassa with a salary of Band 4 €39,219 to €43,577.

You will report to the Systems Director (SD) and will line manage the Grand Bassa Systems and Finance teams and work closely with Programme Coordinators and the country Senior Management Team.

We would like you to start in July 2018.

Your purpose:

There are two key components to the role of Systems Coordinator:

  1. To lead and manage Logistics, Administration, IT and HR operations in field office(s) – currently focused on Grand Bassa and Rivercess.

  2. To supervise the day-to-day Finance operations in field office(s)

Proven management skills are essential for this role: you will need to demonstrate consistently high quality resource management skills (people, budgets, and physical resources).

You will be a specialist in at least one of the systems functions: you can have a background in any of the core systems areas (HR, Logistics, Finance, Administration etc.) as long as it comes with proven management expertise and you have a real ambition to move up the systems management chain.

HR and People Management skills are absolutely essential: strong diplomacy and the ability to deal with difficult situations are major features of this role as you will be dealing with approximately 40 staff members in Grand Bassa.

Your personal skill-set will include:

  • an ability to manage and close-off a high volume of concurrent tasks

  • strong advocacy of follow-up and deadline management

  • very high attention to detail with an ability to identify errors in a systematic way

  • numerate with the ability to prepare and manage budgets

  • an ability to submit high-quality field systems reports on time

  • have a good sense of humour and be resilient to the stress and demands of the role

  • an ability to liaise with stakeholders at the highest levels, but also not afraid to pitch in and ensure that the more mundane tasks are completed and taken care of

  • an ability to capacity build national staff through developing on the job training and identifying development pathways

You will be responsible for:

Programme Support

  • Provide technical advice and support to programme coordinators and managers on specific admin or logistics issues to ensure the efficient implementation of programmes.

  • Ensure that all staff in the base are trained on and comply with Concern’s global and Liberia specific logistics, HR, Admin, IT and security policies and manuals.

  • Support the Systems Director at the start of any new donor contract to identify and communicate all donor-specific requirements to the relevant personnel in all departments to ensure compliance throughout the duration of the project

  • Advise programme staff on distribution systems to communities & construction sites and ensure that they are in line with donor requirement

Security Management

  • Responsible for the security management of Concern staff and assets on a day to day basis as the Grand Bassa Office Security Focal Point, including ensuring compliance with security protocols;

  • Actively participate in collective exercises such as preparation or updates of Preparing for Effective Emergency Response (PEER) plan, Security Management Plan (SMP) and other Concern initiatives.

  • Actively participate in any emergency response if called upon to do so (within the existing programme area or in a new one).

  • Responsible for on-going security management and planning as necessary.

  • Responsible for day to day management of external Security firm in Grand Bassa and Rivercess.

Transport Management

  • Ensure effective fleet and fuel management systems (cars, motorbikes and generators) are in place in field office(s) in accordance with Concern procedures

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

  • Ensure that maintenance schedules are kept to and equipment is properly maintained.

Procurement

  • Ensure Concern and donor procurement procedures are understood and complied with by all relevant personnel

  • Ensure the field office Logistics team maintains a clear, well-documented paper trail in their files

  • Work with the programme teams to develop realistic annual procurement plans and ensure that these are maintained and updated.

  • Manage and coordinate with relevant procurement staff to ensure all procurements are tracked and delivered effectively and efficiently.

  • Ensure that procurement tracking for Grand Bassa and Rivercess is up to date and accurate.

  • Responsible for contract management for suppliers operating in Grand Bassa and Rivercess

Warehouse and Asset Management

  • Ensure that all procedures and controls are in place for warehouse management in Grand Bassa, including storage and movement of goods and programme materials.

  • Conduct physical stock and inventory counts when necessary.

  • Ensure all assets lists and inventories are properly recorded and maintained

  • Ensure that the correct process for issuing, transferring, maintaining and disposing of assets is followed

Financial Management

  • Develop accurate transport and administration budgets for donor proposals and as part of Concern’s annual budget processes. Work with teams to ensure donor budgets include the required systems support for programme implementation.

  • Manage transport and administration expenditure and budgets for Grand Bassa and Rivercess operations, ensuring resources are optimally utilized and spending is in line with Concern financial procedures and Donor requirements

Administration Management (incl. Property, IT, HR, and Finance)

  • Oversee the on-going maintenance and running of Concern’s premises (offices, stores and residences) ensuring that adequate supplies, staffing and support systems are in place and that appropriate cleanliness and health and safety standards are maintained

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

  • Supervise day-to-day and provide support to IT, HR and Finance staff based in field office(s)

  • Ensure that all field staff understand and comply with IT, Finance and HR policies and procedures

  • Ensure that the IT, Communication, Finance and HR needs of all field staff are met on a timely basis, liaising as necessary with the Systems Director and CFC in Monrovia

  • Ensure that appropriate communications systems are in place for field teams

Staff Management

  • Lead and manage the field Logistics and Administration Staff, contributing to their capacity building and career development through on-the-job training and coaching, including in particular a thorough induction at the start of their contract

  • Ensure that all positions in the department have accurate job descriptions (in consultation with their functional Line Manager where relevant)

  • Ensure 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

  • Monitor and review performance and hold staff accountable for meeting the 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 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 while also ensuring appropriate segregations of duty for control purposes

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

Equality and Accountability:

  • Ensure the highest stands of accountability through ensuring good communication and information sharing within and outside the programme.

  • Take active measures to address equality issues, particularly relating to gender, in programme as well as operational (eg HR) activities.

  • Be aware of, understand and comply with all of Concern’s policies and procedures (P4, finance, logistics, HR, security management etc.).

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

Your skills and experience will include:

Essential:

  • Degree in logistics, management, business administration or a relevant profession

  • Two years overseas experience in a systems / operations management role with an international NGO

  • Experience in managing a team and in staff capacity development

  • Experience of managing logistics systems in an emergency environment

  • Financial management skills

  • Cross cultural awareness and sensitivity

  • Empathy with Concern’s goals and a commitment to capacity building, protection and participation

  • Good communication and training / capacity building skills

  • Ability in team building and working in a participatory/integrated manner

  • Ability to work on own initiative

  • Ability to manage teams and provide clear direction and support

  • Good sense of humour

  • Flexible, patient and adaptable to a changing environment

  • Ability to work under pressure with numerous deadlines

  • A good understanding of computer applications i.e. Microsoft word, Excel, communications systems

  • Ability to live and work in a close team environment

  • Prepared to work and live in a challenging and remote location

Desirable:

  • Previous Concern experience
How to apply:

All applications should be submitted through our website at https://jobs.concern.net by closing date. CV’s should be no more than 4 pages in length.

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.