ASSISTANT COUNTRY DIRECTOR PROGRAM SUPPORT

*****This role is open to Nationals of Sierra Leone only **

Reporting to the Country Director (CD), the Assistant Country Director (ACD) – Program Support (PS) provides leadership, direction and is responsible for smooth running of the Country Office’s (CO) Human Resources (HR), Business Services (Administrative, Transport Service Department, Procurement and Information and Communication Technology (ICT), Field Operations Coordination (FOC) and other Support systems, processes and functions in line with CARE strategy and vision. The ACD- PS works closely with the CD to develop effective, efficient and results driven teams and is responsible for operational oversight of CARE Sierra Leone, including smooth functioning of the units stated above. The person in this role is responsible for the leadership of heads of the units mentioned above. Furthermore, the ACD Program Support is required to play a substantive and essential hands-one role in the development or enhancement of Country Office systems, policies and processes across the spectrum. S/he will contribute to strengthening the integration of functions within this role by working closely with all teams and stakeholders and fostering positive collaboration.

The post requires advanced Human Resources, business management and highly strategic skills, excellent team building and people management skills and an extensive understanding of administrative support processes and compliance requirements. The ACD, Program Support has to consistently demonstrate the ability to make coherent, and sometimes difficult decisions and/or recommendations to ensure HR, Business Services and other support functions are run efficiently and cost effectively, providing the highest quality services and information to “clients” at all the different levels within CARE Sierra Leone, as well as for individuals, communities, donors and other stakeholders as and when required.

The ACD – PS fosters a values-based organizational culture, ensuring good internal controls and conscientious stewardship of organization resources. S/he will promote a performance-based culture ensuring performance management systems are in place, functional and effective. With CARE’s “People at the Centre of Development” and values-based organizational culture, the ACD-PS is responsible for team building that promotes staff personal and professional development. This requires strong interpersonal skills that will ensure adequacy, integrity, excellent internal controls and the conscientious stewardship of all entrusted resources.

As a key member of the Country Leadership Team (CLT) and Senior Management Team (SMT), the ACD-PS will participate in and be responsible for the strategic leadership and direction in the CO including the promotion of CARE’s “core values” and Gender Equity and Diversity (GED) efforts. S/he participates in decision- and policy-making on strategic issues including financial health and viability, program quality, human resource management, and other organizational priorities and concerns. The ACD – PS has to be an active, agile change manager (knows when to start, stop, continue). As this position reports to the Country Director s/he may act on behalf of the Country Director in their absence and also closely collaborates with the Program Director. The post holder ensures that the staff in the PS team are motivated, developed and are experts in their roles, and that sound policies, effective systems and efficient methods are in place in order to service a culture that is cohesive, consistent and professional.

This position requires travel to our field offices.

Responsibilities

Ensure Core Organizational processes are viable and responsive to CO mission and programme

• Sets direction and takes responsibility for provision of overall strategic management across all Operations functions : Human Resources, Business Services (Procurement, Administration, Transport) and ICT by providing strategic leadership and advice to the PS team.
• Develop and organize activities of PS Department to provide timely and effective support to CO program to ensure objectives are met.
• Fosters links between Program and PS ensuring seamless coordination and support for program management.
• Ensure PS strategies are integrated into the overall CO strategy, work with the senior management team to ensure that CARE has the appropriate staffing structures, management systems, and support systems to implement high quality programming.
• Lead business process improvements for the CO operations to bring about efficiency and effectiveness to the CO. Responsible for staff performance management, development and talent management, capacity building of the PS ons team and the CO.
• Ensure human and material resources are effectively and efficiently obtained and made available for the sound execution of CO program and operations.
• Ensure across the board compliance with organizational, donor and (host) government rules and regulations
• Ensure the effective and efficient implementation of PeopleSoft (CAREs financial software) at all applicable levels of PS Operations

Ensure high performing PS team, structures, system and process in all the provincial offices

• Provide proper supervision and management for all direct reports. Establish and lead a strong, motivated, effective and coordinated team
• Ensure the proper and timely implementation of CARE’s performance management systems for direct reports and country office staff. Ensure that all staff has reviewed and signed their job descriptions, and that regular feedback is provided. Maintain an clear and consistent mid-year and year end review process
• Proactively address performance issues through regular, and constructive feedback and coaching by all SLT members; identify necessary staff development, and career development strategies for direct reports and CO staff
• Ensure that functional units under PS are organized in the best way possible, i.e the structure is the most appropriate aligning to the goals of the unit, the region and CARE USA; that staff has clear, well-designed responsibilities
• Design relevant policies that are clear and easy to manage and ensure that the systems are efficient, effective and user-friendly; ensure that services are effectively and efficiently rendered
• Work with teams to plan and develop goals that are Specific, Measurable, Attainable, Relevant and time-bound (SMART). Ensure regular and timely feedback is provided.
• Develop and manage a system for monitoring the effectiveness of the performance management system

Team Management and Country Office Leadership

• Consistently tracks business process units performance against key performance targets and provides guidance for necessary improvement and adaptation.
• Coordination of functional units operations budgets in line with agreed plans
• Ensure that Support Units and Functions operate on a full cost recovery basis
• Lead and manage all country office staff grievance and appropriate disciplinary actions in close coordination and consultation with the Country Director.
• Provide counseling on staff behavioral problems and promote motivation. Be an advocate
• Approve and ensure spending of PS budget is in line with donor requirement
• Support internal audit team to ensure effective internal control systems and that assets and resources and CARE are appropriately safeguarded.
• Support program teams to ensure donor compliance for all projects and programs under existing and new donors
• Provide input including operational risk analysis and recommendations to the Country Director related to effectiveness of CO reporting and planning systems.
• Work closely and corroboratively with the PSHEA and CARE Security Unit (CSU) focal points to ensure that there is oversight of country office work plans, including risk assessment and monitoring and reporting
• Lead on all legal, compliance, tax, insurance and contractual matters in the CO. This will include acting as the point person for all internal and external communications and directly liaising with the CO Legal Advisor.

Tracks and trouble shoots business units performance ensuring appropriate remedies and adjustment

• Consistently tracks business process units performance against key performance targets and provides guidance for necessary improvement and adaptation.
• Coordination of functional units operations budgets in line with agreed plans
• Ensure that Support Units and Functions operate on a full cost recovery basis
• Lead and manage all country office staff grievance and appropriate disciplinary actions in close coordination and consultation with the Country Director.
• Provide counseling on staff behavioral problems and promote motivation. Be an advocate
• Approve and ensure spending of PS budget is in line with donor requirement
• Support internal audit team to ensure effective internal control systems and that assets and resources and CARE are appropriately safeguarded.
• Support program teams to ensure donor compliance for all projects and programs under existing and new donors
• Provide input including operational risk analysis and recommendations to the Country Director related to effectiveness of CO reporting and planning systems.
• Work closely and corroboratively with the PSHEA and CARE Security Unit (CSU) focal points to ensure that there is oversight of country office work plans, including risk assessment and monitoring and reporting
• Lead on all legal, compliance, tax, insurance and contractual matters in the CO. This will include acting as the point person for all internal and external communications and directly liaising with the CO Legal Advisor.

Policy and Operations Systems Development, Review and Implementation

• Review and revise where necessary the PS policies, systems and procedures in line with the legal and donor requirements for on improved service provision throughout the Country Office (CO).
• Be aware of Country specific labor laws or other CARE global HR changes and ensure that CARE Sierra Leone’s HR policies are consistent and flexible and are updated in line with the changes. Undertake comprehensive review/update of HR manual as necessary.
• Ensure Country Office compliance with donor rules and regulations in all Operations functions; actively work with the WARMU Team in the preparedness for audits; provide support with the Country Office response to audit findings as well as planning and implementing audit recommendations
• Ensure sound internal control systems are in place and functioning to ensure adherence to policies and procedures
• Ensure the consistent and uniform implementation of the Policy and Procedures throughout the CO to ensure the accomplishment of the CO deliverables
• Coordinate with management on legal matters in the CO, work with CARE USA legal and in Country legal advisor, as well as WARMU
• Work with Country Director and ACD-Programs to ensure that PS operations policies, systems and procedures are supportive of working with local partners

Qualifications:

• Bachelors’ degree Human Resources, Business Administration, or related field. Master’s degree preferred
• Minimum of 8 years’ experience in program support and operations in large international NGO with a minimum of 5 years at the senior leadership position preferably in hardship location
• Excellent knowledge and experience in institutionalizing compliance and accountability system and procedures.
• Sound knowledge and hands on experience of internal and external audit requirements.
• Demonstrated skills and motivation towards gender and cultural sensitivities, valuing diversity and championing organizational and staff diversity, upholding the organizational core values
• Demonstrated experience and success in developing operational systems, processes and supporting policy
• Masters in HR, Business Administration coupled with overseas NGO experience would be an added advantage
• 10 years in a similar position – senior managerial role in a multi-dimensional organization would be an added advantage
• Fluent English both written and spoken
• Proven experience of mentoring, training and delegating
• Fundamental knowledge and use of Peoples Soft and Budgetary Software
• Analytical skills as they relate to business processes
• Demonstrated experience in leading strategic and operational planning.
• Demonstrated leadership and management skills in complex international settings
• Experience in emergency related activities
• Experience with the management of a diverse workforce.
• Excellent negotiation skills