About the role :
This is a 24 month, replacement role with accompanied (partner only) terms based in Bujumbura, Burundi with a salary of Grade 5 (€44,095 – €48,995).
You will report to the CD and will line manage all systems staff and work closely with programme staff.
We would like you to start as soon as possible.
Concern Worldwide is one of the biggest humanitarian organisations operating in Burundi, where it has been present since 1997. Its operations have grown substantially in the last three years to meet growing challenges in the domains of food security, health, nutrition, WASH and refugee reintegration. The Systems Director, a member of the Senior Management Team (SMT), is pivotal in insuring the high quality delivery of our humanitarian and development programmes in Burundi, in charge of the systems team and responsible for logistics, procurement, HR, IT and security. The Systems Director is also responsible for overseeing systems for Rwanda at a distance by liaising with the Rwanda based systems team. Concern has been operating in Rwanda since 1994, and our work has and continues to shape and inform government policy.
We are looking for a proactive, passionate, experienced systems expert to help consolidate and grow the Concern programme in Burundi and Rwanda further.
Your purpose :
You are a member of the Senior Management Team and will lead the effective and efficient delivery of Concern’s programmes by managing the support systems required whilst following Concern Worldwide and donor policies and standards.
You will be responsible for :
Systems management :
- Reviewing procedures in all locations with periodic monitoring and support visits ;
- Carrying out logistics, admin and security assessments for all new programmes and establishing systems for new locations and interventions ;
- Managing information systems to monitor and report on the effectiveness and efficiency of Admin, HR, IT, transport and logistics/ procurement ;
- Supervising the Systems Team, including logistics, procurement, HR and ICT specialists based in Bujumbura as well as Base Managers based in the field ;
- Ensuring each systems team member has a clear work plan and is held accountable ;
- Monitoring and reviewing team performance; giving corrective feedback where required and taking decisive action in the case of poor performance.
Budget management :
- Identifying and implementing potential savings and making recommendations to SMT ;
- Preparing administration, transport, and staff budgets and track related expenditure. Proactive identification of issues for discussion with budget holders and SMT ;
- Costing systems requirements for funding applications ;
- Identifying all donor-specific system requirements to ensure compliance.
Office management :
- Line managing the administrative staff and capacity support of similar staff in other locations ;
- Ensuring adequate supplies, staffing and support systems are in place for all Concern’s premises ;
- Ensuring all contracts, including leases for premises are actively managed ;
- Ensuring all issues related to government authorisations are managed proactively ;
- Ensure all offices and international staff residences meet security, health and safety standards.
People management :
- Ensuring Concern is fully compliant with national employment legislation and requirements and global HR policies and procedures ;
- Ensuring the national staff handbooks for both countries are revised and updated regularly in accordance with the Concern schedule and understood by all staff ;
- Ensuring staff are trained on the protection of participants, the code of conduct, and safeguarding and ensure mechanisms to report and reduce potential for abuse are functioning effectively ;
- Overseeing grievance and disciplinary procedures ;
- Leading salary and benefit review processes and ensuring results are analysed and shared with SMT and other staff as appropriate ;
- Managing the Health Insurance provision for National Staff ;
- Promoting gender equality in the office and organisation ;
- Plan and oversee timely recruitments, inductions, contract renewals and exit procedures in collaboration with SMT and hiring managers ;
- Ensuring an effective performance development review (PDR) system is in place and ongoing training is provided to line managers and staff ;
- Identifying and addressing strategic training needs for all staff ;
- Overseeing the administrative and logistics arrangements for incoming international staff and visitors.
Transport management :
- Ensuring cost effective maintenance of the Concern Worldwide fleet of vehicles ;
- Ensuring accurate and timely transport reports and make any recommendations to SMT ;
- Assessing the transport requirements of the country programme on a regular basis and ensuring appropriate solutions are implemented ;
- Ensuring the Transport and Fleet Management Policy is revised and updated regularly and that all offices adhere to it.
Procurement and asset management :
- Ensuring 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 ;
- Preparing and overseeing an annual procurement plan for each programme ;
- Establishing and maintaining a Pre-Qualified Suppliers list ;
- Training, supporting and checking on personnel involved in procurement ;
- Leading on tendering, contracting and international procurement ;
- Revising all external contracts to ensure consistency, clarity and to minimise liability for Concern ;
- Ensuring a clear, well-documented paper trail in systems files ;
- Developing a multi-year plan for asset replacement (fleet and IT) ;
- Ensuring the Asset Register is updated and managed correctly ;
- Ensuring all stores and assets are managed and accounted for in line with Concern and donor policies.
Information Technology :
- Ensuring the IT infrastructure, devices, and services adequately support the need in all offices ;
- Coordinate for work to be done by the Regional IT Officer as appropriate ;
- Ensuring Concern’s IT policy and procedures are understood and adhered to by all staff ;
- Ensuring provision of effective support systems, enabling the smooth operation of IT systems and management of information (including the servers) ;
- Developing IT capacity of all staff in using common software packages.
Security Management :
- Acting as Security Focal Point for Concern Worldwide Burundi and Rwanda and liaise with Security Focal Points from each field office as well as the global security advisor ;
- Supporting Security Focal Groups in each location and ensure they have the knowledge and information to operate successfully ;
- Reviewing and updating of the Concern Worldwide Security Management Plans for both countries regularly in accordance with the Concern schedule and adhered to by all staff ;
- Advise CD and SFPs on handling on security incidents and make recommendations on additional rules to be implemented ;
- Ensuring all new staff and visitors receive thorough security briefings and sign the briefing forms.
Your skills and experience will include :
Essential :
- Relevant graduate qualification ;
- Five years’ experience in a systems/operations position with an international NGO, with two years at a senior level ;
- Specialist knowledge and experience in at least two of the following areas: logistics, procurement, HR. Proven experience in resource planning & budget management; and/or tendering & contract management ; and/or management of diverse and multi-operational teams ;
- Ability to manage heavy workload, work under pressure and to strict deadlines ;
- Excellent communication and interpersonal skills and an ability to motivate others ;
- Computer literate and good knowledge of Word and Excel ;
- Fluent in both French and English (spoken and written) ;
- A reliable ‘can-do’ attitude ;
- Empathy with Concern’s mission, vision and goals, and our target group.
Desirable :
- Previous work in a similar context ;
- Working with major international donors and grants compliance requirements ;
- Have some sense of humour.