Systems Director

About the role: This is a 24 month role with unaccompanied terms based in northern Syria, with an annual salary of €48,648 to €54,053 (Grade 5).

You will report to the Country Director and will line manage the Logistics Coordinator, Human Resources and Admin Coordinator, and IT Officers. You will support the CD in managing security. You will have technical (dotted line) management of the Office Managers. The SD will work closely with the Programme Director (PD), Country Financial Controller, Area Coordinators in Syria and Iraq and with Dublin based staff – Desk Officer, Regional Logistics Advisor, IT and HR.

We would like you to start as soon as possible.

Your purpose: As a member of the Country Management Team (CMT), you will contributed to the development and management of the overall country programme, ensuring effective and efficient systems support for programme implementation. You will have specific responsibility for coordinating and managing the support systems (HR, Logistics, IT and Administration), in accordance with organisational and donor policies. You will oversee security management through the Security Focal Points in each programme locations and the Duhok based Safety & Liaison Officer.

You will be responsible for:

• Ensure that all staff are aware of and comply with Concern policies and procedures (Procurement, Warehouse, Transport, Commodity Management, Asset Management, HR, IT, Security Management Plan).
• Ensure that the logistics function is strengthened to adequately support programmes
• Ensure effective and efficient HR management and support Programme Managers in resource planning for new projects.
• Ensure appropriate IT support for the programme.
• Ensure that the Security Management Plan is updated and that the Standard Operating Procedures are rolled out.
• Together with CMT ensure implementation of the Programme Participant Protection and Associated Policies across the Iraq and Syria programmes.
• Liaise with other INGOs, legal advisor, and other relevant stakeholders for effective coordination and implementation of logistics, HR and administration.
• Responsible for assuring Concern is compliant with local legislation, rules and regulations in terms of visas, tax, and labour law.

Security

• Act as Security Focal Point for Concern in Syria and Iraq, while liaising with Security Focal Points from each field office and the Safety & Liaison Officer for Iraq, and also with INGO forums, the UN, and other coordinating mechanisms.
• Lead on the review and implementation of the Security Management Plan and in rolling out of SOPs
• Ensure all staff comply with Concern’s security procedures.
• Ensure all new staff receive thorough security briefings.
• Support and strengthen the capacities of Security Focal Groups in each field office.
• Responds as part of the Country Management Team in the event of a security incident.

People Management:

• Ensure HR policy and procedures are in place, and kept up to date, incorporating best HR practice, in line with Concern Worldwide organizational policy and following relevant labour legislation.
• Lead the country team in rolling out the approved HR Manual, including provision of briefings to staff and new recruits at induction
• Provide technical support and on-going on-the-job training and coaching to staff
• Ensure that all positions have up to date job descriptions
• Ensure that staff contracts are compliant with labour, tax and social security law
• Ensure effective performance review and development through the use of the Performance Development Review system for direct reports, and in supporting teams in its use across the country programme
• Work with HR department to develop and implement the annual staff development plan
• Provide support to HR 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.
• In collaboration with the PD, ensure the effective implementation of HR related HAP standard commitments.
• Uphold organisational values and comply with Concern’s Code of Conduct and our associated policies i.e. Programme Participant Protection Policy, Child Protection Policy and Anti Trafficking policy.
• Lead on any salary & benefit review processes
• Promote an attractive working environment based on equality, caring attitudes, and integrity where staff feel safe, valued and respected.

Administration function: To ensure effective and efficient administrative support are provided to staff including, but not limited to:

• Oversee the management of the offices and apartments, ensuring that adequate supplies, staffing and support systems are in place
• Ensure that leases for all premises are pro-actively managed
• Ensure that all premises comply with health and safety requirements – fire procedures, fire extinguishers

Logistic functions: To ensure effective and efficient administrative and logistical support and resources are provided to the staff including, but not limited to:

• 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.
• Ensure procurement procedures are effective, efficient and adhered to by all staff
• Roll out logistics manuals and standard operating procedures to staff
• Ensure effective management of drivers and fleet including supervision of fleet management, monitoring of transport reports, planning of vehicle rental according to programme needs, ensuring safe, reliable and efficient transportation for programmes and staff.
• Oversee the management of the fixed asset register and other stocks of goods
• Ensure compliance with relevant Syrian and Iraqi legislation in all logistics related contracts and taxation matters.

Information Technology: To ensure effective IT systems for communication and data management linking with Concern Worldwide systems, Including but not limited to:

• Ensure Concern’s IT policy and procedures are in place and followed
• Through the IT designated person, ensure provision of effective support systems, enabling the smooth operation of IT systems

Budget and Financial Management:

• In conjunction with the Country Director and Country Financial Controller set, manage and monitor the support systems annual budgets for Transport, Administration and International Staff
• Support Programmes in planning and management of resources
• Ensure all Systems staff are trained on budget procedures and monitor their monthly expenditures

Other

• Any other related duties as assigned by the Country Director
• Contribute to organisational accountability initiatives
• Adhere fully to the commitments and rules of Concern’s Code of Conduct and its Associated policies, including the respect of confidentiality.

Your skills and experience will include:

Essential:

• Significant previous experience with an INGO in developing and delivering systems which are compliant to EU, USAID and/or UN procedures.
• Experience in HR, administration and logistics management including procurement and fleet management.
• Experience in team building and supervision of staff.
• Experience in dealing with local authorities, national and international NGO’s /UN bodies.
• Experience in security management and working/living in insecure and sensitive environments.
• Experience in managing a large and diverse team of staff across several offices
• Empathy with Concern’s vision, mission, goal and objectives and commitment to capacity building, protection and participation.
• Very good command of spoken and written English.

Desirable:

• Previous experience working in the Middle East/North Africa.
• Arabic language skills.

We would also like:

• Strong leadership skills with the ability to lead and motivate a team.
• Excellent interpersonal, facilitation and negotiation skills.
• Ability to act as part of a multi-cultural and multi-disciplinary team
• Ability to organize and prioritize workload, using initiative when appropriate
• Ability to represent the organization
• Ability to cope with stress, work under pressure often to strict deadlines
• Flexibility, adaptability, sense of humour, and patience
• Ability to motivate and develop skills of others
• Analytical and problem solving skills
• Ability to assess problems and recommend solutions
• Cross cultural awareness and sensitivity to cultural differences
• Good knowledge and competence of computer applications i.e. Microsoft Office Professional
• Flexibility and willingness to travel frequently to all of Concern’s field offices in Syria for extended periods