Assistant Country Director - Systems

Lilongwe

General Description of the Programme:

GOAL has been working in Malawi since 2002. The current GOAL programme focuses on four main sectors: HIV, Water, Sanitation and Hygiene (WASH), livelihoods/food security and disaster management in Nsanje and Balaka districts. GOAL has established programme offices in Nsanje, Chiklwawa and Balaka;, a liaison office in the capital Lilongwe, which also houses the Country Director; and its main office in Blantyre. The Malawi country programme receives funding from Irish Aid (IAPF), DipECHO, GOAL, DFID and WFP.

Job purpose:

The Assistant Country Director (Systems) is a key member of GOAL Malawi’s senior management team and will contribute to the overall strategic direction and implementation of the programme. The Assistant Country Director (Systems) will manage the Logistics, Human Resources, IT, and Administration Departments, as well as the Field Logistics Officers to ensure support systems meet the demands that the growing organisation places upon them. Significant focus will lie on developing the capacity of the above mentioned departments, with a particular emphasis on monitoring and evaluation as well as auditing. Whilst the Internal Auditor post formally reports to the CD for reasons of impartiality, the ACDs is responsible for planning work schedules and priorities for the Inernal Auditor and for reviewing the internal audit issues list in coordination with the IA and FC.

The position is based in Blantyre with frequent visits to the field. Start date would be in 2017 for a 24 months period.

Overall objectives of the position:

Train, mentor, support and monitor key staff to ensure effective running of the Logistics, Human Resource and IT departments of the GOAL Malawi Programme. Work with the financial controller, contributing to donor proposals and reports, budget development, and review and monitoring of expenditure. Review and oversee donor compliance and internal audit.

KEY TASKS & RESPONSIBILITIES:

  1. Develop a good understanding of the overall country programme
  2. Deputise for the CD when required
  3. Represent GOAL and the country programme, where relevant to external stakeholders
  4. Agree with CD monthly and annual objectives, and provide CD with a weekly report on progress
  5. Actively contribute to the Senior Management Team of the country programme and chair meetings in absence of the CD

Logistics Management Systems: The Assistant Country Director (Systems) will line manage and work closely with the Logistics Coordinator and IT Department Manager to ensure that the following are delivered to the highest possible standard:

  1. Provide leadership and guidance to the Logistics and IT teams ,support them to deliver GOAL logistics requirements and review training needs and monitor performance
  2. Ensure that the Logistics Manual procurement guidelines and compliance requirements are strictly adhered to and authorise high value contracts. Advise the logistics teams on procurement queries for existing and new programmes.
  3. Manage the review of assets, value, depreciation and analysis of usage. Monitor security of assets and required insurance policies
  4. Review reporting requirements and contribute to timely and high quality reporting, Review any issues highlighted in the reports with the logistics team and ensure the implementation of recommended improvements.
  5. Regularly review current practice and adherence to processes and procedures and, develop and implement improvements as required
  6. Support the logistic teams in all aspects of fleet management, transport, training, administrative reporting requirements, spare parts and fuel utilisation
  7. Enforce the IT Policy implementation and ensure, system maintenance, standards and security od data.
  8. Liaise closely with the CD, FC and programme team to ensure that adequate resources are budgeted for when planning new programmes.
  9. Liaise with the GOAL Head Office Logistics Department as appropriate on programmatic issues and to review logistics and procurement systems and standards

Financial Management: The Assistant Country Director (Systems) will work closely with the Financial Controller to ensure that the following tasks are carried out to the highest possible standard:

  1. Contribute to donor proposals and reports consistent with guidelines and deadlines Contribute to annual budget and quarterly rolling budgets for the Operations Department.
  2. Monitor and control operations expenditure 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.
  3. Ensure that budgets are allocated accordingly to Head Office and relevant Project Managers, with separate identifiable coding
  4. Maintain and improve appropriate systems of internal control, particularly with respect to Field Office sites, and make use of IT where possible to improve financial systems.
  5. Produce relevant, useful and timely information on operations functions to the Country Director
  6. Review all contracts with third parties
  7. Ensure compliance with the policies, rules, regulations of GOAL; relevant Malawi Law; and respective donors
  8. Ensure that GOAL Ireland’s and GOAL Malawi’s financial, logistics and HR procedures and policies are adhered to at all times.
  9. Ensure appropriate controls over the authorisation charts are always current and followed by employees
  10. Ensure confidentiality of all GOAL Malawi data at all times, especially that no information is reported externally without sign off by the FC and/or Country Director
  11. Risk Management. The ACDs is the focal person for the GOAL Malawi Risk Register and drafts the quarterly Risk Register for review by the SMT before submission to the Risk Committee in Dublin.

Human Resource Management and Administration: The Assistant Country Director (Systems) will line manage and work closely with the Human Resource Manager and ensure that work areas mentioned below are carried out to the highest possible standard and that the HR manual is adhered to:

  1. Provide leadership, guidance and support to the Human Resources (HR) and Administration Departments; review training needs and monitor performance
  2. Review and analyse organisational structures and present to the Senior Management Team or the Country Director as appropriate
  3. Review the human resource plan, actual vs. requirement balance, as well as the human resource planning process
  4. Review the disciplinary and grievance procedures in accordance with the GOAL Malawi admin/personnel manual and the Labour Law of Malawi, provide advice and guidance to the HR Manager as needed
  5. Review the system to ensure timely recruitment management of appropriate new staff for GOAL Malawi
  6. Oversee systems to ensure that employment contracts are issued/renewed/terminated as required
  7. Review implementation of GOAL’s performance appraisal systems; identify areas of improvement and introduce changes as appropriate in order to have a more informative and objective result
  8. Ensure strict adherence to all GOAL Malawi HR procedures and rules, in compliance with Malawi Labour Law
  9. Provide guidance to HR Manager on continual updating of the Personnel Manual to reflect changes in GOAL policies and the Malawi Labour Law
  10. Support line managers to implement training and development plans for all GOAL Malawi staff. Devise ways of identifying training needs and ensuring the applicability of same on the job. Advise Managers accordingly, provide support to HR Manager in identifying training and development programmes to be prioritised
  11. Support the HR Manager in reviewing staff legal cases; review reports produced by HR Manager on cases followed up by the Legal Officer

Requirements:

  1. Minimum 5 years’ experience in a similar position, with focus on administration, HR, finance and logistics
  2. 3+ years of previous overseas management experience essential,
  3. Experience in administration, and personnel management essential. Audit experience preferred.
  4. Education to master’s level in a related subject
  5. Strong interest in capacity building/mentoring of teams
  6. An ability and willingness to travel (approximately 50% of time over the contract period)
  7. Good skills in systems implementation and development
  8. Strong experience liaising with governmental / local authorities and other NGOs.
  9. Excellent staff management skills
  10. Proven communication, interpersonal, negotiation and analytical skills Demonstrated proficiency in the English language oral and written Political awareness and cultural sensitivity

GOAL has a Standards of Integrity and a Child Protection Policy, which have been developed to ensure the maximum protection of programme participants and children from exploitation. GOAL also has a confidentiality policy ensuring the non-disclosure of any information whatsoever relating to the practices and business of GOAL, acquired in the course of duty, to any other person or organisation without authority, except in the normal execution of duty. Any candidate offered a job with GOAL will be expected to adhere to these policies any job offer made is also subject to police clearance. GOAL is an equal opportunities employer.

This Job Description only serves as a guide for the position available. GOAL reserves the right to change this document. Any published closing dates are estimated. Due to the nature of GOAL’s work we aim to fill vacancies as quickly as possible. This means that we will close adverts as soon as we have found the right candidate and this may be before the published closing date. We would therefore advise interested applicants to submit an application as early as possible.

http://grnh.se/s0jmcq1

Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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  • Organization: GOAL
  • Location: Lilongwe
  • Grade: Mid/Senior
  • Occupational Groups:
    • Management, Administration and Finance
    • Management, Administration and Finance
    • Management, Administration and Finance
    • Administrative support
    • Administrative support
  • Closing Date: 2016-11-30

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