Concern Worldwide Systems Director Jobs in Malawi

Concern Worldwide Systems Director Jobs in Malawi

About the role

This is a 24 month, replacement role with accompanied terms based in Lilongwe, Malawi with a salary of Grade 5 € 48,648 - € 54,053.

You will report to the CD and will lead the Malawi Systems team and directly line manage the HR and Admin Manager, the Transport Officer, the Procurement Officer and the IT Assistant, and work closely with programme staff.

We would like you to start on 1st February 2023.

Your purpose:

You are a member of the Country 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

Drafting of all external contracts to ensure consistency, clarity and minimize liability for Concern.

Budget management

Identifying and implementing potential savings and making recommendations to CMT.

Preparing administration and transport budgets and track related expenditure. Proactive identification of issues for discussion with budget holders and CMT.

Costing systems requirements for funding applications.

Identifying all donor-specific system requirements to ensure compliance

Office management

Line managing the Office Manager 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 leases for premises are actively managed and contracts assessed

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 staff are trained on P4 and mechanisms to report and reduce potential for abuse are functioning effectively.

Overseeing grievance and disciplinary procedures

Overseeing the logistics arrangements for visitors

Leading salary and benefit review processes and ensuring results are analysed and shared with CMT and other staff as appropriate.

Managing the Health Insurance provision for National Staff.

Line managing the HR staff

Promoting a gender balance at all levels in the workforce.

Agree targets with CMT for recruitment and ensure these are met.

Ensuring an effective performance development review (PDR) system is in place and ongoing training is provided to line managers and staff.

Identifying strategic training needs.

Ensuring each systems team member understands what is expected of them.

Monitoring and reviewing team performance; giving corrective feedback where required and taking decisive action in the case of poor performance.

Transport management

Ensuring cost effective maintenance of the Concern Worldwide fleet of vehicles.

Ensuring accurate and timely transport reports and any recommendations to CMT.

Assessing the transport requirements of the country programme on a regular basis and ensuring appropriate solutions are implemented

Ensuring all offices adhere to the Transport and Fleet Management Policy.

Procurement and asset management

Manage the Logistics and Procurement staff.

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 personnel

involved in procurement

Leading on tendering, contracting and international procurement

Ensuring a clear, well-documented paper trail in systems files

Developing a multi-year plan for asset replacement (fleet and IT)

Managing the fixed asset register.

Ensuring all stores and assets are managed and accounted for in line with Concern and donor policies.

Information Technology

Manage IT staff and organise tasks by Regional or HQ IT staff, as relevant.

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 staff IT capacity, skills and confidence in using common software packages.

Security Management

Acting as Security Focal Point for Concern Worldwide and liaise with Security Focal Points from each field office.

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 Plan.

Ensuring all new staff and visitors receive thorough security briefings

Accountability

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.

Your skills and experience will include:

Relevant graduate qualification

Five years’ experience in a systems/operations position with an international NGO, with two years at a senior level

Management of diverse and multi-operational teams

Previous work in a similar context

Management of a diverse team of senior staff

Working with major international donors and grants compliance requirements.

Specialist knowledge and experience in one area of systems preferably Logistics.

Excellent communication and interpersonal skills and an ability to motivate others

Delegation, time management and prioritizing skills

Computer literate and good knowledge of Word and Excel.

Excellent English

Empathy with Concern’s mission, vision and goals, and our target group

Proven experience in resource planning & budget management

Experience in Tendering & contract management

We would also like:

You to be flexible and reliable

You to be culturally sensitive and empathic to others

You to be able to work under pressure and to strict deadlines;

You to have some sense of humour

You to travel frequently to rural field locations and spend periods of time away from the capital in fairly basic conditions

A ‘can do’ attitude

How to Apply

For more information and job application details, see; Concern Worldwide Systems Director Jobs in Malawi

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