About the Role: This is a replacement 24 months unaccompanied position based in Juba, South Sudan with occasional travel to other operational/office locations i.e. Bentiu in Unity States, Kajo Keji in Central Equatorial and Nyamlel and Panthou in Northern Bahr el Ghazal. The Salary band 5 of €48,648 – €54,053 per year.
Reporting to Country Director (CD), you will line manage Security, Logistics, Human Resources, Administration, Staff Health, welfare & Safeguarding and IT and work closely with Programme Director (PD), Country Financial Controller (CFC), Areas Coordinators (ACs), Programme Managers (PMs), and externally Human Resources (HR) and Logistics in Dublin.
Proposed start date: June 2022
You will be responsible for the overall management of Concern South Sudan support functions, which comprise administration, IT, HR, Staff Health & Welfare and logistics including procurement, warehousing and fleet management. You will ensure appropriate systems are in place to meet program needs, while ensuring the effective and efficient use of Concern’s resources. As a member of the Country Management Team (CMT), you will provide strategic direction to Concern to ensure effective management and implementation of high quality support Systems structures across the entire country in line with the Country Strategic Plan (CSP).
Through active participation in the Senior Management Team (SMT), assist the CD in overall management, implementation, development and strategic direction of the South Sudan country programme, in line with the CSP;
Ensure that key Concern support policies (Procurement and Logistics, Transport, HR, IT, Security Management Plan – SMP) are continuously updated or disseminated as required and appropriated to the context.
Ensure that all staff are aware of and comply with Concern’s policies and procedures
Together with CMT ensure implementation of Concern’s Code of Conduct (CoC) and associated policies
Liaise with other INGOs, legal advisor, Cluster and other relevant stakeholders for effective coordination and implementation of logistics, Security, HR and administration.
Responsible for ensuring Concern South Sudan is compliant with local legislation, rules and regulations in line with government regulating authorities i.e. CID, RRC, Immigrations, Revenue Authority and Ministry of Labour.
Human Resources / Peoples Management:
Ensure effective and efficient HR management Systems are in place and support PMs in resources planning for new projects or new requirements determined by funding dynamics.
Ensure robust Staff welfare, health & safety and safeguarding systems are in place.
Ensure Human Resources policy and procedures are in place, and kept up to date, incorporating best HR practice, in line with Concern’s organizational policy and following relevant labour Laws and legislation.
Lead the country team in reviewing and approvals of Human Resources Manual, including provision of briefings to staff and new recruits at induction
Provide technical support and on-going on-the-job training programmes and coaching to staff
Ensure that all positions have accurate job descriptions and staff contracts continue to be compliant with labour, tax and social security law and represent best practise
Ensure effective performance review, Training and capacity development through the use of the Performance Development Review (PDR) system, and in supporting teams in its use across the country programme
Provide support to the HR Manager including advice and guidance for International Staff, ensuring any issues that arise are dealt with in accordance with Concern’s HR Policy and the National and International Staff Manuals.
In collaboration with the PD, ensure the effective implementation of HR related HAP standard commitments.
Uphold organisational values and compliance with Concern CoC and Associated policies.
Promote an attractive working environment based on equality, caring attitudes, and integrity where staff feel safe, valued and respected.
Promote Gender and Equality through relevant Gender mainstreaming guidelines.
Administration and logistic:
To ensure effective and efficient administrative and logistical support and resources are provided to the staff including, but not limited to:
Ensure that the logistics functions within Concern are strengthened to adequately support programmes in all aspects of logistics including but not limited to procurement, storage and stock management, transport and distribution of goods and facilitation of services.
Ensure logistics reporting is completed and reviewed regularly.
Ensure efficient procurement of goods and services in a transparent and accountable manner, ensuring value for money for the organisation and justifiable use of donor funds.
Ensure procurement procedures are effective, efficient and adhered to by all staff and Purchase committees.
Ensure effective management of drivers and fleet including supervision of fleet management, monitoring of transport reports, planning of vehicle rental according to programme needs, ensuring safe, reliable and efficient transportation for programmes and staff.
Oversee the management of the offices and apartments and ensure contracts are up to date.
Oversee the management of the fixed asset register
Liaise with Concern’s legal advisor to ensure all legal procedures and mitigations are dealt with.
To ensure effective IT systems for communication and data management linking with Concern’s systems, Including but not limited to:
Ensure appropriate IT support for the programmes i.e. Grant Management System (GMS), Digital migration, internet etc.
Follow up on recommendations from regional IT Adviser
Ensure Concern’s IT policy and procedures are in place and followed
Through the IT designated person, ensure provision of effective support systems, enabling the smooth operation of IT systems
Budget and Financial Management:
In conjunction with the CD and CFC set, manage and monitor the support systems annual budgets for Transport/ Administration/International Staff
Ensure all Systems’ staff are trained on budget procedures and monitor their monthly expenditure
Identify all donor-specific system requirements to ensure compliance.
Ensure SMP is updated, approved and regular trainings done, including live update and roll out of Standard Operating Procedures (SOPs), Contingency and evacuation plans.
Ensure all new staff receive thorough security briefings and apply Concern’s security protocols
Act as Security Focal Point and Monitor the day-to-day management of security matters and closely work/coordinate with the field Security Focal Persons (SFPs), other security agencies to ensure prompt reporting.
Support Security Focal Group(s) and ensure that the members have the knowledge and information to operate successfully to prepare and share regular security / political briefs.
Promote and ensure compliance with the Core Humanitarian Standard (CHS) commitments and quality criteria
Ensure that all staff are familiar with the principles underpinning accountability, safeguarding and Concern’s Complaints and Response Mechanism (CRM) and ensure that information about Concern’s commitments on accountability and safeguarding are disseminated among programme participants and communities
Ensure that the CRM is functional, effectively implemented and accessible in all programmes’ locations, enabling safe reporting of both programmatic and sensitive complaints, including safeguarding concerns
Ensure that complaints are welcomed, managed and responded to in a timely, fair and appropriate manner; ensure that sensitive complaints, including safeguarding concerns, are handled with utmost confidentiality and that the safety of the complainants and those affected is prioritised at all stages.
Any other related duties as assigned by the CD
Contribute to organisational accountability initiatives
Adhere fully to the commitments and rules of Concern’s CoC and its associated policies, including the respect of confidentiality.
Required Skills and Experience
Degree and/or post Graduate Degree in Business Administration, Commerce, Organisation Development or relevant field
At least five (5) years’ experience in a similar role managing Systems/operations for an international company or organization. International NGO experience is an added advantage
Significant previous experience with an INGO in developing and delivering systems which are compliant to EU, USAID and/or UN procedures.
Sound experience in HR, administration, ICT and logistics management including procurement and fleet management.
Experience in security management and working/living in insecure and sensitive/ volatile environments.
Experience in team building and supervision of staff.
Experience in dealing with local authorities, national and international NGO’s /UN bodies.
Empathy with Concern’s vision, mission, goal and objectives and commitment to capacity building, protection and participation.
Excellent people management, analytical, problem solving, negotiation, interpersonal and communication skills
Written and spoken proficiency in English
Experience with performance management for staff, including evaluations, goal-setting, and creation of professional development plans
Highly proficient use of Office 365 and familiarity with other commonly used Microsoft applications and software.
Excellent organizations skills (e.g., time management, team management, and resources management)
Superior commitment to ethical leadership, confidentiality, and professionalism Preferred
Experience managing a team of both locals and expatriates, including obtaining work permits, patents, and other legal requirements
Demonstrated excellence in negotiating contracts for products and services, and otherwise managing a high-quality and professional office space
Promotes gender equality, challenging the reinforcement of negative gender stereotypes within the workplace.
Working with major international donors and grants compliance requirements;
Flexibility, adaptability, sense of humour, and patience
Experience in South Sudan or comparable contexts
Familiarity with Concern’s strategies, programmatic approaches and organisational culture is a distinct advantage.
Strong leadership skills with the ability to lead and motivate a team.
Excellent interpersonal, facilitation and negotiation skills.
Ability to act as part of a multi-cultural and multi-disciplinary team
Ability to organize and prioritize workload, using initiative when appropriate
Ability to represent the organization
Ability to cope with stress, work under pressure often to strict deadlines
Ability to motivate and develop skills of others
Analytical and problem solving skills
Ability to assess problems and recommend solutions
Cross cultural awareness and sensitivity to cultural differences
How to apply:
All applications to be submitted through the Concern website at https://jobs.concern.net/jobs/international/vacancy/systems-director-1520-juba/1538/description/ by the 1st of May, 2022. CVs should not exceed 4 pages. Applications will be reviewed on a rolling basis and the position may be confirmed before the closing date, if a strong candidate is identified.
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.