Systems Director – Ethiopia

GOAL Global

Established in 1977, GOAL is an international humanitarian agency, with a team of over 3,000 personnel, dedicated to alleviating the needs of the most vulnerable communities and building their resilience to overcome crisis. Currently operating in 14 of the world’s most vulnerable countries, GOAL delivers a wide range of humanitarian and development programmes, ranging from humanitarian relief in disaster situations, to focusing on health, nutrition, food security, and building greater resilience and sustainable livelihoods. GOAL envisions a world where poverty no longer exist, vulnerable communities are resilient, barriers to wellbeing are removed and everyone has equal rights and opportunities.

GOAL Ethiopia

GOAL has been working in Ethiopia for almost 40 years, towards ensuring the poorest and most vulnerable in the country and those affected by humanitarian crises recover and build their resilience to withstand future stress and shocks. GOAL also implements multi-sectoral interventions with communities to have access to the fundamental rights of life such as adequate shelter, food and livelihoods, water and sanitation, nutrition, healthcare, and education. These also include cross-cutting issues such as gender, protection, HIV/AIDS and safeguarding. Currently, GOAL works with pastoralist, agropastoral, pastoral dropouts, rural smallholder farmers, rural/urban youth, and street children to respond to humanitarian crises and build resilience. In Ethiopia, GOAL collaborates with local communities, local governments, donors and other key actors. GOAL Ethiopia’s humanitarian response is centred on nutrition, WASH, livelihoods, multipurpose cash grants, NFIs and protection interventions while the recovery and development programmes focus on livelihoods, economic opportunities, health and nutrition systems strengthening and WASH with solid emphasis on integrated programming and community-based approach. GOAL has a presence in almost every region of the country covering 70 field offices with a staff strength of over 1,000 while also co-creating and implementing programmes with local partners. GOAL Ethiopia’s main donors are Irish Aid, USAID/BHA, OCHA/EHF, ECHO, WFP, UNHCR, WHO, UNICEF and other private donors.

General Description of the Role

GOAL Ethiopia has grown rapidly in recent years in terms of annual budget spend and geographical footprint. The human resources, ICT, logistics, procurement, compliance management and financial control systems have expanded in response to this growth. The current annual budget for 2022 is more than €25 million with possibilities for further growth. The Systems Director (SD), reporting to the Country Director, will work closely with the Financial Controller, Programme Director and Head of Human Resources and have supervisory role over logistics, procurement, compliance, legal and ICT departments to ensure all the support systems meet the demands that a rapidly growing programme operations places upon them. This includes management of legal and security matters in consultation with the Country Director. The Systems Director is a member of the Senior Management Team (SMT).

Overall objectives of the position

As a member of the SMT, the SD provides strong leadership, promotes good stewardship of resources and efficiency, ensures timely and quality delivery of the support functions, and provides direction to the Systems function, as well as enhancing cross functional communication and coordination thus ensuring that the systems support keeps pace with effective programming. The SD will work closely with the Country Director (CD) and Programme Director (PD) in strategic planning to ensure that the support structure adequately supports the programme.

Main Duties and Responsibilities

• Provide support and leadership for GOAL Ethiopia internal support systems.
• Enhancing cross functional communication and coordination to support effective programme development and implementation.
• Manage procurement, logistics, compliance, and ICT departments to facilitate support for current and future programmes in line with GOAL policies and good practice.
• Actively participate in the Senior Management Team, contributing to the ongoing development of the country programme and the country strategic plan.
• Along with other Senior Management Team members, 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.
• Assist the Country Director in the management of the Security Plan and monitor staff’s understanding and implementation of the plan at every level.
• Guide and coach department heads to ensure that HR, Finance, Logistics, Procurement, Compliance, Administration, and ICT policies are appropriate for the organization and applicable to the changing strategic direction and programmes in GOAL Ethiopia.
• Support the SMT with the mainstreaming of cross-cutting issues such as Safeguarding, Gender, Child Protection and Environment, and actively promote a supportive working environment for staff.
• Set a strong example for adherence to and improvement of GOAL Ethiopia’s accountability, safeguarding and protection initiatives, both internally and for the people reached by the programme.
• Supporting a team environment of continuous learning, growth and development and be held accountable for their commitments
• Carry out regular management visits and provide field visit reports to the SMT for all field locations.
• Represent GOAL and the country programme where relevant to external stakeholders.
• Periodically deputize for the Country Director when required and undertake any additional duties as mutually agreed with the Country Director.

Logistics

• Direct management of the Head of logistics.
• Supervision of all logistical operations at the various field and support sites, including warehousing, asset management, fixed asset register, fleet, compound, and asset security management.
• Ensure strong and timely coordination between the Logistic teams in Addis Ababa and in the field sites to facilitate timely delivery of logistics assistance.
• Ensure compliance of logistical operation with GOAL Field Logistics Manual and with Donor requirements.
• Ensure internal logistics reports are submitted by the field to Addis Ababa to Dublin (HQ) on time and that they are reviewed and analyzed, and appropriate action taken.
• Ensure that the GOAL transport fleet serves the needs of the programme and used efficiently.
• Liaise with HQ in Dublin on systems, logs issues, etc. as appropriate.
• Improving outcomes for beneficiaries through delivery of GOAL Ethiopia programme strategy and initiatives and growth targets

Procurement

• Direct Management of the Head of Procurement
• Improving cost-effectiveness by saving time and money through use of framework agreements, improved coordination of programme activities, purchasing and transport.
• Ensure that the Head of Procurement manages timely negotiation of property contracts and ensure that property is well maintained and secure.
• Support the delivery of programming in line with GOAL’s mandate, strategy, and theory of change
• Meeting the servicing requirements of GOAL donors through first class customer service and collaborative working relationships
• Ensure a robust procurement system – fit for the future and harnessing the extraordinary engagement, diversity, talent, and commitment of the people
• Developing and maintaining good relations with all project offices, suppliers, and donors

Security

• In consultation with the Country Director support the Safety and Security Advisor (SSA) in the management of security
• Support in the implementation of GOAL’s Security Guidelines and Procedures and ensure that staff are familiar with these guidelines and procedures.
• Together with the SMT, periodically review the specific security guidelines.
• Ensure all offices and accommodation meet basic security standards, including fire prevention, lockdown, and evacuation procedures.
• Collaborate with the SSA to do security briefings to all staff/visitors arriving at the site/country for the first time are appropriate and carried out.
• Provide regular support or information to the Country Director of any incidents, changes or adverse conditions affecting staff safety or project operations in the field.

ICT

• Directly manage the Head of ICT
• Ensure that the ICT planning reflects programme priorities, and the development of an ICT strategy to ensure that ICT is sufficient for future programme requirements (e.g., DDR, system applications, OneDrive, SharePoint etc.)
• Ensure timely maintenance of all communications/ICT equipment in line with ICT standards and GOAL strategic objective
• Provide support and oversight for ICT related issues including stable network server and adherence to ICT guidelines.
• Ensure first level on IT helpdesk support in Addis and field offices is provided by ICT department
• Liaise with Dublin IT support in relation to ICT maintenance and ICT equipment management and formatting.
• Ensure routine preventive maintenance/checks and troubleshooting of problems is carried out.
• Ensure all ICT hardware equipment and computer accessories/peripherals are maintained effectively.
• Ensure that regular back-ups and virus checks are carried out.

Budget Management

• Coordinate with the Financial Controller to ensure that field core cost budget management tools are provided to the Area Managers for review and management.
• Prepare and manage the overall core cost budgets for GOAL Ethiopia for efficient use and to avoid overspending.
• Manage the equipment budget for all GOAL Ethiopia programme.
• Ensure organisational compliance to donor policies and guidelines.
• Participate in proposal development and support in the preparation of budgets for donor proposals, the preparation and finalization of annual budgets and quarterly rolling budgets and the preparation of the year-end financial statements.
• In conjunction with the Financial Controller, monitor and control expenditure on the core costs budgets to ensure that it stays within available funding and agreed budgets using budget monitoring tools and highlight, as appropriate, under/overspends and agree actions required.

Donor Compliance/Investigation

• Directly manage the Head of Compliance
• Stay informed of and ensure adherence to the standard of GOAL procedures and policies in relation to the Data Protection, ICT, Procurement, Logistics, Finance, HR and Programmes as set out in the relevant manuals, policies and guidelines.
• Work closely with Compliance department to ensure adequate training, capacity building and support is provided to GOAL staff to enhance their knowledge and understanding of GOAL and donor policies and procedures and ensure proper implementation and ongoing use.
• Responsible for working to maintain organisation’s legal and ethical integrity by ensuring that the policy laid down by the donors, government and GOAL are strictly followed and adhered to.
• Together with the Head of Compliance, support in the implementation of GOAL’s systems of internal controls in the systems functions, and work with the SMT to identify improvements where necessary across all departments, including programmes, Finance, logistics, Procurement, HR, and ICT.
• Together with the Country Director, ensure that risk management processes are effectively embedded throughout the organisation.
• Provide support to internal audit, compliance and financial investigation assignments as requested by the Country Director, SpeakUp, Roving Internal Auditors or HQ Investigations team, ensuring GOAL policies are followed.

Grant Management

• Attendance and input at all Grant Management Meetings (GMM), with the Head of Logistics, Procurement, Compliance, and ICT.
• Ensure that Logistics proposal checklists are completed by programmes and Logistics and submitted with all new grants.
• Ensure compliance department oversees the partnership/sub grant management processes and ensure they are conducted as per the guidelines. This includes the capacity building and training requirement plans based on the due diligence process for local/international/private sector partnership
• Ensure that Procurement Plans are submitted by programmes at GMMs, and at proposal stage, and they are reviewed by Logistics/procurement departments.

Requirements/Qualification/Experience

• Minimum of a first degree in a relevant field of study
• Minimum 7 years previous experience in compliance, logistics, procurement, ICT related management, with at least 5 years at a senior management level.
• 5+ years of previous overseas management experience
• Good understanding of donor rules and regulations and implementation of strong compliance and control framework.
• Experience with USAID/BHA, ECHO, UN, FCDO, IrishAid, EU systems requirements
• Strong experience liaising with government/local authorities and other NGO’s.
• Audit experience and excellent attention to detail essential.
• Demonstrable experience in timely delivery of support functions in rapid humanitarian response situations
• Demonstrated analytical and conceptual skills to plan projects, timetable activities and oversee staff work.
• Proven strong budgetary control and financial management skills
• Proven track record in systems implementation and development
• An interest in capacity building/mentoring of teams
• Excellent staff management and personnel skills
• Excellent analytical, writing skills and training skills
• Prior experience in complex protracted humanitarian context as well as emergency response contexts.