Systems Director – Haiti

About the role

This is a 24 month, new role with accompanied terms based in Port au Prince with 30% of the time scheduled and spent in the programme areas as the programme expands into the rural areas, with a salary of Grade 5 €48,648 – €59,459.

You will report to the Country Director and will manage a team of three, direct reports being the General Systems Manager, HR/Admin Manager and the IT Manager. You will work closely with the Programmes Director, Country Financial Controller, Programme Managers Dublin personnel (RD, Desk Officer, Systems technical advisors, etc.), partners, consortium members, government authorities, donors, and other NGOs.

We would like you to start in July 2023.

Your purpose: As a member of the Country Management Team (CMT), contribute to the development and management of the overall country programme, ensuring effective and efficient systems support to programme implementation in both a development and an emergency context. Reporting to the Country Director (CD), take specific responsibility for coordinating and managing the support systems (Admin, HR, Logistics, IT) and operational responsibility for security management for Concern’s programme in Haiti in accordance with organisational and donor policies. Represent Concern to relevant external stakeholders as necessary.

You will be responsible for:

Systems management

• Reviewing procedures in all locations with regular monitoring and support visits (30% of the time in the field)
• 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 departments
• Reviewing 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 and national salary 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/House management

• 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 and Capacity Building

• Providing leadership and direction, including training, to your direct reports: RH/Admin. Manager, GMS and IT Manager
• Develop a second layer of staff who can fill the gap whenever any position is vacant within the support functions
• Ensuring Concern’s values and policy commitments, including accountability and equality, are reflected in the work of the Systems Team;
• Ensuring Concern is fully compliant with national employment legislation and requirements and global HR policies and procedures
• Ensuring staff are trained on the Safeguarding Policy 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.
• Overseeing the management the Health Insurance provision for National Staff.
• 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, with particular attention to Fuel procedures.

Procurement and asset management

• 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

• 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, encryption, backup and protection mechanisms).
• Liaise with Dublin IT support and the Regional IT Advisor in relation to IT maintenance and IT equipment and management.
• Developing staff IT capacity, skills and confidence in using common software packages.

Security Management

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

Concern Code of Conduct and Associated Policies

• Ensure adherence to the Concern Code of Conduct and Associated Policies
• Ensure finance staff understanding and adhere to the Concern Code of Conduct and Associated Policies
• Ensure the Core Humanitarian Standards (CHS) are understood by finance staff
• Contribute to and ensure that the Niger programme delivers on its accountability commitments.
• Promote an organization environment which is fair, open, protective and which fosters a learning culture.

Confidentiality

• Ensure the non-disclosure of any information whatsoever acquired in the course of duty, relating to the practices and business of Concern Worldwide, to any other person or Organization without authority, except in normal execution of the above duties
• Ensure strict guardianship and security of financial data and documents at all times, including secure storage, accurate & complete filing and limiting access to the finance office to authorised personnel only
• Ensure strict adherence to Concern Haiti Financial Procedures and Fraud Policy and remaining within the boundaries of these policies at all times

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
• Fluent French and English (written and spoken).
• Management of diverse and multi-operational teams, including the ability to lead and motivate others
• Strong training and mentoring skills.
• 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
• 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.
• 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, reliable and proactive
• 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