Concern Worldwide is an Irish-based non-governmental, international, humanitarian organisation dedicated to the reduction of suffering and working towards the ultimate elimination of extreme poverty in the world's poorest countries.
Job Title: Assistant Country Director Systems Kenya
Reports to: Kenya Country Director
Job Location: Kenya
Contract Details: 1 Year Fixed Term Contract
Salary: Grade C
Start Date: 1st November 2011
Closing Date: Wednesday, 12 October 2011
The systems departments of the Kenya country programme comprise finance, human resources/administration and logistics (incorporating procurement, stores, security, IT and transport). Their primary role is to support the delivery of effective financial, human resource, logistics, IT and administration management services for the Kenya Country Programme
The systems departments of the Kenya Country Programme are strategically located in Nairobi, the regional logistics and financial hub. Under the designation of "Programme Support Unit" the Kenya systems departments are responsible for providing logistics, and administration services plus a degree of financial, IT, and human resource support to the Somalia and South Sudan Country Programmes, based on specific requests from the respective country programmes. This has at time extended to support to Burundi and DRC country offices.
This position seeks to oversee both functionalities under the title Assistant Country Director (ACD) Systems and Head of Programme Support Unit (PSU).
In the capacity of the ACD Systems this position will provide strong leadership to technical team's in-country and play an integral role in developing the professional and management skills of national staff in collaboration with the Finance, Human Resources & Logistics managers and other senior management in-country.
Also the ACD Systems is part of the Kenya Senior Management Team (SMT) who will work closely with all members of SMT on the development and delivery of the country programme strategy in Kenya. As the Head of PSU this position will provide strong and effective communication between the PSU and the Somalia and South Sudan Country Programmes by establishing and coordinate the respective country programme needs that the PSU are responsible to deliver.
Main duties & Responsibilities: Senior Management role: To ensure effective engagement in organisational management including but not limited to:
- Contribute to the implementation, monitoring and revision of the country programme strategy, Concern Worldwide policies & procedures existing in country manuals.
- As a member of Senior Management, assist the Country Director in the management of the country programme through involvement in the decision making process.
- Provide strategic direction to systems departments of the Kenya country programme in effective planning, management & utilisation of available resources.
- Provide strategic advice to Country Director in financial and non-financial risk management emerging from changing environment globally and locally.
- Support and guide on ensuring overall transparency, accountability and integrity throughout all of Concern's activities in Kenya.
Finance & Donor Grant Management functions To ensure effective and efficient financial & grant management support is provided to the country program. Including, but not limited to:
- Ensure implementation of financial policies and procedures incorporating best practice in financial management and compliance with local legislation and Concern Worldwide global financial policy. .
- Ensure donor rules and regulations and reporting requirements are well understood and followed by Finance staff and Program Managers.
- Coordinate transparent and realistic budget preparation and provide support on this to the wider organisation.
- Co-ordinate in planning & timely completion of organisation and donor specific audits.
- Co-ordinate in preparing donor financial proposals and budgets.
Logistic and transport functions To ensure effective and efficient logistical support and resources are provided to the staff. Including, but not limited to:
- Providing excellent quality facility and safe and secure work environment to the organisation, including management of assets.
- Ensuring safe, reliable and efficient transportation for projects as well as other staff.
- 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.
- Ensuring compliance with relevant Kenya legal framework in all contractual, financial, labour 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:
- Ensuring Concern's IT policy and procedures is in place and followed
- Ensuring provision of effective support systems, enabling the smooth operation of IT systems
- Providing innovative and effective IT solutions for new and developing organisational needs.
- Developing staff capacity to operate and manage IT systems in all offices.
Human Resources & Administration: To ensure competent and high calibre human resources are attracted and retained to achieve organisational objectives including, but not limited to:
- Ensuring Human Resources policy and procedures are in place, and kept up to date, incorporating best HR practice, in line with Concern Worldwide organisational policy and following Kenya labour legislation.
- Ensuring recruitment and retention of highly competent, enthusiastic staff with a learning attitude, who can contribute positively to achievement of Concerns vision and strategic goals.
- Ensuring effective performance development system to support staff and managers reach their full potential.
- Promote an attractive working environment based on equality, caring attitudes, and integrity where staff feel safe, valued and respected.
- Ensuring provision of effective and efficient office services for staff, including enabling visitors, partners and other Concern staff to communicate efficiently (i.e. reception, mail etc).
- Support best practice in security management procedures and practice, ensuring compliance with Concern's policies and procedures and ensuring regular reviews are conducted and revisions of security management plans implemented.
Line Management of staff: To lead a team of senior staff to deliver high quality support to the organisation. Including, but not limited to:
- Ensuring that each member of the team fully understands outcomes which are expected of them and that they are aware of the success criteria relating to their work.
- Ensuring that work is planned and organised in a way which will meet the needs of colleagues within the organisation in the most cost effective manner possible; ensuring that team members are given appropriate workloads and are working efficiently.
- Monitoring and reviewing performance and, in particular, holding staff accountable for meeting the success criteria; giving corrective feedback where required and taking decisive action in the case of poor performance.
Head of Programme Support Unit (PSU) To ensure support services requested by the Somalia and South Sudan country programmes are provided effectively and efficiently. Including, but not limited to:
- Setting up official communication channels between the PSU and dedicated focal points in the respective country programmes
- Regular assessments the PSU staffing complement and skill set to ensure sufficient capacity exists
- Regular assessment of the procurement and financial thresholds of PSU to ensure an adequate turnaround time while maintaining the integrity of the system
- Regular Monitoring and reviewing the performance of the quality of services provided by the PSU
Person specification: Essential
- Masters degree in a relevant subject (e.g. Business Administration, Human Resources, supply chain management or any other relevant disciplines )
- At least 5 years progressively responsible professional work experience in a senior position within an international development organisation/NGO.
- Excellent knowledge and proven experience of implementing Finance, Administration, Logistics, Human Resources and IT systems within the not for profit sector.
- Experience of managing a large team of senior staff.
- Experience working with local partner organizations.
- Problem Solving and Decision Making skill.
- Excellent English Language (both written and spoken).
- Information Technology (MS Office, Internet).
- Previous experience in a similar capacity
- Presentation Skills
- Development Orientation
Special Skills, Aptitude or Personality Requirements:
Interpersonal skills are of paramount importance
Interpersonal skills are of paramount importance
Strong management skills
Strong management skills
To apply: All applications should be submitted through our website at https://jobs.concern.net by the deadline. Please ensure your CV and cover letter are no more than 4 pages. CV'S will be screened on an ongoing basis until the position is filled.
Application deadline is Ongoing.
All candidates who are short-listed for a first round interview will be notified via email after the application deadline
Concern has a Staff Code of Conduct and a Programme Participant Protection Policy which have been developed to ensure the maximum protection of programme participants from exploitation and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organization, and the standards of behaviour expected of them. In this context staff have a responsibility to the organization to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern's core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Programme Participant Protection Policy and the Concern Staff Code of Conduct as an appendix to their contract of employment. By signing the Programme Participant Protection Policy and the Concern Staff Code of Conduct candidates acknowledge that they have understood the contents of both the Concern Staff Code of Conduct and the Programme Participant Protection Policy and agree to conduct themselves in accordance with the provisions of these two documents.
Concern receives a substantial amount of funding from external donors each year. Increasingly donors are introducing requirements whereby future funding is conditional on Concern ensuring that the names of any new employee or volunteer do not appear on terrorism lists generated by the European Union (List of person, groups and entities to which Regulation (EC No. 2580/2001 applies), the US Government (Office of Foreign Assets Control list of specially designated Nationals and Blocked Persons) and the United Nations (Consolidated List).
Any offer of employment (either paid or voluntary) with Concern Worldwide will not be made pending a clearance check being conducted on the applicant. For additional information please consult our web site or contact the Human Resource Division in our Head Office.