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Contract Length: 2 years

Date Needed By: September 30^th 2016

New Post or Replacement: Replacement

Accompanied / Unaccompanied: Accompanied – (partner only)

Exact Job Location: Port au Prince, Haiti

Reports To: Country Director

Responsible For: HR Manager; Senior Logistics Officer; Administration Manager; IT Officer

Liaises With: Director of Programs; Country Finance Controller; Area Coordinator; Logistics people at program level.

Job Purpose:

The Systems Director (DS) is responsible for the overall management of Concern Haiti’s support functions, which comprise administration, HR, IT, logistics and transport. This includes ensuring that appropriate systems are in place which respond to program needs, but also ensuring the effective and efficient use of Concern’s resources. As a member of the Country Management Team, the DS provides strategic direction to Concern Haiti and ensures that systems provide cost effective support to all programmes in multiple field locations. The DS also supervises security management and ensures Concern’s representation at relevant security forum.

 

Main Duties & Responsibilities:

 

General

• Liaise with other INGOs, LNGOs, local authorities, legal advisors (lawyer), Red Crescent societies and other relevant stakeholders for effective coordination and implementation of logistics, HR and administration.
• Attend regular senior and country management team meetings to represent the Systems/ Support Functions and to contribute to the overall management and direction of Concern.

• Work with the Project/ Programme Managers when resource planning for new project plans and proposals providing relevant input, advice and support.
• Responsible for assuring Concern is compliant with local legislation, rules and regulations as a registered NGO in terms of reporting, tax, labour law etcetera.
• Undertake regular monitoring and support visits to the two field offices, carrying out spot checks as necessary, providing training, and ensuring documentation of visit findings;

Logistics

• Provide management support and oversight with regards to implementation of logistics systems including procurement, transportation, IT, storage, control and reporting in accordance with Concern procedures and policies.
• Ensure that guidance and monitoring in all Concern logistical procedures and policies is given to all logistics and programme staff
• Ensure all logistical procedures comply with donor requirements
• Organise training on logistic procedures
• Oversee the transport division ensuring smooth management, maintenance, allocation and scheduling of Concern’s vehicles
• Oversee the implementation of the Transport policy
• Regular review of fuel consumption and maintenance to ensure vehicles are being used in the most cost effective manner.Human Resource Management
• Manage and coordinate the Human Resources Department including ensuring all existing and new Concern HR Policies are researched, written, implemented and reviewed in line with those issued by Head Office and Labour Legislations.
• Ensure the Human Resource Manual is available to all staff in each location in both English and French, and lead with the bi-annual update of this manual;
• Jointly set objectives with all direct reports, and provide regular performance feedback through both informal and formal procedures;
• Ensure the PDR system of objective setting and performance appraisal for all staff is conducted and training and developments plans are followed up on.
• Provide in-country support to the HR Manager including advice and guidance for International Staff, ensuring any issues that arise are dealt with in accordance with Concern Worldwide HR Policy and the National and International Staff Manuals.

• Coach and supervise staff directly reporting to him/ her
• Hold regular, weekly, meetings with systems staff
• Support the programme staff through regular feedback meetings and on-going coaching/ mentoring
• Assist with the recruitment of local staff including the development of JDs and liaison with HR for supporting the recruitment process
• Responsible for staff development, coaching and mentoring to enhance the capacity of staff, especially the Syrian general systems manager.
• Identify professional development opportunities for staff in collaboration with the Area Coordinators; Programme Director and Country Director.

 

Budget and Financial Management

• In conjunction with the Country Director and Country Financial Controller set, manage and monitor the Systems Annual Budgets for Expatriates/ Transport/ Administration through monthly analysis of the Management Accounts (expenditure), comparisons to the budget set and ensuring value for money.
• Ensure all Systems’ team members are trained on budget procedures and monitor their monthly expenditure

• Ensure timely completion information necessary for the completion of internal and donor reports, adhering to Concern Worldwide standards and requirements of the contract

 

Security Management

• In conjunction with the Country Director, manage the implementation of the Haiti Security Management Plan, and promote the security of Concern employees, premises and equipment
• Liaise with necessary external bodies to keep abreast of current affairs in order to maintain an awareness of economic, political, humanitarian and security developments
• Lead the national level Security Focal Group and support field office SFG, keeping up to date with security incidents in all field locations
• Work with the SFG to ensure the development and maintenance of effective security systems for Concern employees, programmes and property including the regular revision and implementation of the Security Management Plan.

 

Other

• As a commitment to our humanitarian mandate the DS will also be involved in the planning, and implementation of emergency responses;
• Any other related duties as assigned by the Country Director
• Contribute to organisational accountability initiatives, including overseeing the roll out of commitments of Concern under the CHS (Common Humanitarian Standard)
• Adhere fully to the commitments and rules of Concern’s Programme Participant Protection Policy and Code of Conduct (P4 and CoC), including the respect of confidentiality.
• Report to the appropriate manager, all violations of the P4 or CoC, this is a mandatory duty of all staff.

Langues parlées

French and English