Systems Director – GOAL Ukraine (National Hire)

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. 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 nutrition, food security, and building greater resilience and sustainable livelihoods.

The SD provides strong leadership as a member of senior management, promotes good stewardship, and provides direction to the Systems function, as well as enhancing cross functional communication thus ensuring that systems support effective programming. The SD will work closely with the Response Director and Programme Director (PD) in strategic planning to ensure that the support structure adequately supports the programme.

The Systems department comprises Logistics, Facilities management, HR, Administration, IT and Security

Main Duties and Responsibilities

• Provide support and leadership for GOAL Ukraine internal support systems.
• Enhancing cross functional communication thus ensuring that systems support effective programme development and implementation.
• Manage Logistics, HR, Administration (incl. facilities and security) and IT to facilitate support for current and future programmes in line with GOAL policies and good practice.
• Contributes to the ongoing development of the country programme here-under the country strategic plan in particular as the program evolves into the recovery phase.
• 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 RD in the management of the Security Plan and monitor staff’s understanding and implementation of the plan at every level.
• Support with the mainstreaming of cross-cutting issues such as Gender, Child Protection and Environment, and actively promote a supportive working environment for staff.
• Set a strong example for adherence and improvement of GOAL SLs accountability, safeguarding and protection initiatives, both internally and for the people reached by the programme.
• 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.
• Deputise for the Response Director when required and undertake any additional duties as mutually agreed with the Response Director.

Logistics

• Supervision of all logistical operations at the various field and support sites: including procurement, supply chain, asset management, fixed asset register and fleet management.
• Improving cost-effectiveness by saving time or money through use of: framework contracts, improved coordination of programme activities, purchasing and transport.
• Ensure compliance of logistical operation with GOAL Logistical Manual and with Donor requirements.
• Ensuring logistics reports are submitted to Dublin on time.
• Ensure that the Logistics and Procurement Manager manages timely negotiation of property contracts and ensure that property is well maintained and secure.
• Liaise with HO in Dublin on systems, logs issues, etc. as appropriate.

Security

• Support the Response Director in the management of Security.
• Implement GOAL’s Security Guidelines and Procedures and ensure that staff are familiar with these guidelines and procedures.
• Periodically review the specific security guidelines.
• Ensure all office and accommodation meet basic security standards, including fire prevention, lockdown and evacuation procedures.
• Ensure that security briefings to all staff/visitors arriving into the site for the first time are appropriate and carried out.
• Monitor the security situation and provide regular information to the RD of any incidents, changes or adverse conditions affecting staff safety or project operations in the region.

Human Resource Management and Administration

• Provide guidance and direction to the HR and Admin Officer.
• Ensure that HR planning, including succession planning, is developed in coordination with annual programme planning.
• Support management to implement an effective annual performance review and development process.
• Ensure periodic reviews of salary scales and the National HR Manual, compliant with local regulations.
• Liaise with HO in Dublin on systems, HR issues etc as appropriate.
• Support Project Managers to implement training and development plans for all GOAL Ukraine staff.
• Devise ways of identifying training needs and ensuring the applicability of same on the job.
• Ensure efficient and effective administration systems in line with GOAL policy.
• Ensure that visitors and new staff are provided with welcome packs, schedules and in-country briefings including ensuring the quality of systems induction to new staff members.

IT

• Ensure that the IT planning reflects programme priorities, and the development of an IT strategy to ensure that IT is sufficient for future programme requirements (e.g. DDR, automated Supply chain, share point etc.).
• Provide support and oversight for IT related issues including stable finance and network server and adherence to IT guidelines.
• Liaise with Dublin IT support in relation to IT maintenance and IT equipment management and formatting.
• Ensure that regular back-ups and virus checks are carried out.

Financial

• Manage the equipment budget for all GOAL Ukraine.
• Ensure organisational compliance to donor policies and guidelines.
• Ensure GOAL Ukraine adheres to the regulatory requirements of the government of Ukraine about visas, work permits and registration in liaison with the Response Director.
• Support the Finance Manager with the preparation of budgets for donor proposals, the preparation and finalisation of annual budget and quarterly rolling budgets and the preparation of the year-end financial statements.
• In conjunction with the Finance Manager, monitoring and controlling of 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.

Internal Audit / Donor Compliance/Investigation

• Stay informed of and ensure adherence to the standard of GOAL procedures and policies in relation to Logistics, Finance, HR and Programmes as set out in the relevant manuals, policies and guidelines.
• Working with the RD, ensure that risk management processes are effectively embedded throughout the organisation.
• Provide support to any internal audit, compliance and financial investigation assignments as requested by the RD, 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 Logs and Procurement Officer and HR.
• Ensure that Logistics proposal Check lists are completed by programmes and Logistics and submitted with all new grants.
• Ensure that Procurement Plans are submitted by programmes at GMMs, and at proposal stage, and they are reviewed by Logistics.