Assistant Country Director Systems - NIGER

Reference: JO/ACS/NIG

Country: Niger

Job Title: Assistant Country Director-Systems (ACD-S)

Contract Grade: C

Contract Length: 24 months

Date Needed By: ASAP

New Post or Replacement: New Post

Accompanied / Unaccompanied: Accompanied

Exact Job Location: Based in Niamey but 50% of presence in Tahoua

Reports To: Country Director

Liaises With: • ACD-P and programme managers, for technical and programmatic aspects related to all sectors. • Other members of SMT when needed • Relevant Ministries and government officials, other NGO and partner staff • Dublin

Job Purpose:

The Assistant Country Director -Systems provides strong leadership as a member of senior management (SMT), provides direction to the Systems Department, ensures that systems support effective programming and shares responsibility for the effective and efficient delivery of Concern’s programme activities in Niger. The ACD-S also oversees the coordination of the provision of timely, high quality information to all managers. Presently these systems functions comprise administration, HR, IT, logistics and security management. In performing this role the holder will be required to provide strong leadership to those working within the support systems functions, to build team capacity and to document and implement procedures which will meet the accountability requirements of Concern Worldwide and donor organisations. In addition, the post holder will ensure adherence to Concern Worldwide and donor policies and standards.

The normal duties and responsibilities attached to the role are as follows:

Provide support and leadership for Concern Niger internal support systems, facilitating effective programme development and implementation.

Manage the administration, Human resources, Transport Logistics, and IT to facilitate support for current and future programmes in line with Concern’s policies and good practice.

Actively participate in the Senior Management team, contributing to the ongoing development of the country programme, particularly in terms of input to the annual planning and country strategic planning.

Assist the CD in the management, review and effective implementation of the Security Management Plan and SOPs. Monitor staff understanding and implementation of the plan at every level.

With the SMT, guide and coach program managers to ensure that HR, Logistics, Administration, IT and Internal Audit/Donor Compliance procedures and policies are appropriate, applicable, followed and consistently applied across the organization

Along with other Senior Management, actively manage the Country’s risk profile by ensuring that policies and procedures are in place, participating in the management of the country Risk Register and addressing internal audit and compliance issues.

Developing a number of initiatives (mainly focused on capacity and team building and strategic planning) to ensure continued integration of the systems support functions with programme functions, both at head office and field offices

Ensure systems department liaise effectively with programme staff in proposal development and procurement planning so that requests can be anticipated and inputs delivered in a timely manner and in accordance with procurement procedures.

Manage and build productive relationships with UN and other agencies in relation to the above functions

Build productive relationships with national government agencies

Logistics and transport

Supervision of all logistical operations at the various field and support sites: including procurement, supply chain, asset management, fixed asset register, air transport and fleet management.

Ensure that the procedures for procurement and purchasing of goods and services are in place and meet Concern’s and Donor’s standards of transparency and accountability

Ensure regular communication with field management staff, particularly in relation to procurement and delivery of goods and services

Improve cost-effectiveness by saving time or money through use of: framework contracts, improved coordination of programme activities, purchasing and transport.

Ensure strong and timely coordination between the Logistic teams in Niamey and in the field in Tahoua.

Ensure internal logistics reports are submitted on time and that they are reviewed, analyzed and appropriate action taken.

Ensure that the Logistics and admin staff manages timely negotiation of property contracts and ensure that properties are well maintained and secure.

In conjunction with the Transport Manager, developing and rolling out Concern Niger’s transport manual & procedures and ensuring their implementation

Having overall responsibility for overseeing the management of Concern Niger’s fleet in line with Concern Worldwide standards and procedures

Liaising closely with programme teams and management to determine transport procedures which will provide optimal support to the programme function

Ensuring that transport standard procedures are in place and that all relevant staff are trained, familiar with and adhere to all relevant transport and related security procedures

Ensure that Concern’s policies are adhered to and procedures are further developed in relation to the use of contracted transport, including trucks and air charters

Communication and IT In conjunction with the local IT officer and with support from the Regional IT officer, ensure the IT function provides optimal support to the country programme by:

Ensuring that the communication needs of the staff are met and ensure adherence to relevant IT operating protocols

Ensure that appropriate security, encryption, backup and protection mechanisms are in place

Regularly review IT access, ensure organization is protected from illicit usage

Support the IT Officer in planning training and development of staff on packages required (e.g. EXCEL, ACCESS, Great Plains)

Ensure implementation of Concern Worldwide’s IT strategic plan  Ensuring that all HF, VHF and other communications equipment is operational, used in line with communications policy and that requisite training is provided to staff on usage protocols

Provide support and oversight for IT related issues including adherence to IT guidelines;

Liaise with Dublin IT support and the Regional IT manager in relation to IT maintenance and IT equipment management and formatting

In conjunction with the IT officer, develop and rollout Concern Niger IT manual & procedures.

Ensure the training of all relevant programme staff and partners in the proper use and maintenance of communications and IT equipment.

Security

Support the CD in the management, review and effective implementation of the Security Management Plan and SOPs. Monitor staff understanding and implementation of the plan at every level.

Ensure all office and accommodation meet basic security standards, including fire prevention, lockdown and evacuation procedures.

Provide a security briefing to all staff/visitors arriving into the site for the first time.

Monitor the security situation and provide regular information to the CD of any incidents, changes or adverse conditions affecting staff safety or project operations in the region.

HR and administration

Provide direction and supportive management to the Support coordinators and managers.

Ensure that employment policies and HR manual are in compliance with Labour Law

Monitor and review implications on salary remuneration and benefits of staff; communicate and discuss any proposed changes to the Country Director and Senior Management Team 
ensure incorporation of Concern Worldwide’s cross cutting issues – equality, gender, rights, HIV/AIDS, advocacy) 
Ensure effective staff performance management systems are in place, implemented and reviewed 
Support training and development in line with roles and responsibilities of employees 
Provide management and support to direct reports through regular meetings, objective setting, use of constructive feedback and performance appraisal system. 
Ensure that visitors and new staff are provided with welcome packs, schedules and in-country briefings and provide systems induction to new staff members. 
Ensure that HR policies in respect of Expatriate staff (immigration, housing, transport, security, health) are understood and being complied with 
Assist with the roll out of Concern’s Programme Participant Protection Policy in respect of staff, beneficiaries, partners, suppliers and contractors. 
Ensure all office based equipment and resources are managed efficiently and effectively 
Oversee and support admin systems at field and head office levels 
Ensure health and safety systems are in place and adhered to 
Promote an organization environment which is fair, open, protective and which fosters a learning culture. 
Develop an annual training plan for Systems staff. 
Ensure that Systems HR planning, including succession planning, is developed in coordination with annual programme planning.

Confidentiality 
Ensure the non-disclosure of any information whatsoever acquired in the course of duty, relating to the practices and business of Concern Worldwide, to any other person or Organization without authority, except in normal execution of the above duties 
Ensure strict guardianship and security of financial data and documents at all times, including secure storage, accurate & complete filing and limiting access to the finance office to authorised personnel only 
Ensure strict adherence to Concern Niger Financial Procedures and Fraud Policy and remaining within the boundaries of these policies at all times

PERSON SPECIFICATION Essential 
Minimum 5 years experience in systems management with an INGO/International Agency 
Masters degree in relevant field (international development, global logistics, etc) 
Good interpersonal and motivational skills 
Flexible/motivated 
Experience in report writing 
Experience in budget management 
Strong staff management and staff development experience ; Experience in managing staff safety and security requirements and good analytical skills of political and security situations. 
Ability to manage local staff in a mature and impartial manner 
Computer skills including database management, Microsoft Word and Excel

Special Skills, Aptitude or Personality Requirements: Essential 
Fluent in spoken French 
Excellent English communication skills (verbal and written) 
Able to work in insecure environments and live in confined areas 
Respectful of securities rules 
Dynamic and willing to take initiatives to complete assigned tasks and deal with difficulties encountered in daily work 
Excellent administrative, time management and prioritisation skills 
Strong leadership skills and ability to manage change effectively 
Excellent communication and presentation skills 
Ability to delegate, manage time and prioritize tasks while coping with a broad range of programmatic and technical demands 
Strong Analytical and problem solving abilities. 
Empathy with Concern’s goals and a commitment to capacity building, protection and participation

Desirable: 
Experience working in Africa and in the Sahel in particular

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.