Systems Director

  • Contract
  • Yemen

Concern Worldwide

About the role: This is a 24 month, new role with unaccompanied terms based in Aden with a grade 5 annual salary of €48,648 to €54,053.

We would like you to start asap.

Your purpose: This is a new country programme in response to the ongoing humanitarian crisis in Yemen. The programme is still in the start-up phase and you will be expected to display a high level of flexibility and adaptability in ensuring that programme implementation is supported successfully. The Systems Director ensures high quality, effective, efficient, economic and environmentally sustainable delivery of Concern’s humanitarian and development programmes in the implementation and delivery of the Country Strategic Plan. They are a member of the Country Management Team (CMT) and lead the systems team (Administration & Facilities Management, Human Resources and People Management, Information and Communications Technology, Logistics and Supply Chain). The Systems Director fulfils the role of organisational security focal person in close collaboration with the Country Director. They represent Concern Worldwide in relevant external fora and as delegated.

You will be responsible for:

Systems management

  • Ensure that key Concern support policies (Procurement and Logistics, Transport, HR, IT, SMP) are continuously updated as required and appropriate to the context
  • Ensure that all staff are aware of and comply with Concern’s policies and procedures
  • Ensure that the logistics function of Concern is strengthened to adequately support programmes in all aspects of logistics including but not limited to procurement, storage and stock management, transport and distribution of goods and facilitation of services.
  • Ensure effective and efficient HR management and support Programme Managers in resource planning for new projects including logistics, HR and administration.
  • Ensure appropriate IT support for the programme.
  • Ensure Security Management Plan is updated and SOPs rolled out throughout the programme.
  • Together with CMT ensure implementation of 4Ps policy across the Yemen programmes.
  • Liaise with other INGOs, legal advisor, and other relevant stakeholders for effective coordination and implementation of logistics, HR and administration.
  • Responsible for assuring Concern is compliant with local legislation, rules and regulations in terms of visas, tax, and labour law.

Security Management

  • Acting as Security Focal Point for Concern Worldwide and liaise with Security Focal Points from each field office.
  • Supporting Security Focal Groups in each location and ensure they have the knowledge and information to operate successfully.
  • Participate in relevant security fora sharing information as appropriate
  • Reviewing and updating of the Concern Worldwide Security Management Plan.
  • Ensuring all new staff and visitors receive thorough security briefings

Budget and financial management

  • In conjunction with the Country Director and Country Financial Controller set, manage and monitor the support systems annual budgets for Transport/ Administration/International Staff
  • Ensure all Systems’ staff are trained on budget procedures and monitor their monthly expenditure

People management

  • Ensure Human Resources policy and procedures are in place, and kept up to date, incorporating best HR practice, in line with Concern Worldwide organizational policy and following relevant labour legislation.
  • Lead the country team in rolling out the approved Human Resources Manual, including provision of briefings to staff and new recruits at induction
  • Provide technical support and on-going on-the-job training and coaching to staff
  • Ensure that all positions have accurate job descriptions and staff contracts continue to be compliant with labour, tax and social security law and represent best practices
  • Ensure effective performance review and development through the use of the PDR system for direct reports, and in supporting teams in its use across the country programme
  • Provide support to the HR Manager including advice and guidance, ensuring any issues that arise are dealt with in accordance with Concern Worldwide HR Policy and the National Staff Manuals.
  • In collaboration with the PD, ensure the effective implementation of HR related HAP standard commitments.
  • Uphold organisational values and comply with Concern’s Code of Conduct and our associated policies i.e. Programme Participant Protection Policy, Child Protection Policy and Anti Trafficking policy.
  • Promote an attractive working environment based on equality, caring attitudes, and integrity where staff feel safe, valued and respected.

Administration and logistic functions

  • To ensure effective and efficient administrative and logistical support and resources are provided to the staff including, but not limited to:
  • 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.
  • Ensure procurement procedures are effective, efficient and adhered to by all staff
  • Design archiving SOPs in coordination with Finance team and ensure its enforcement
  • Ensure effective management of drivers and fleet including supervision of fleet management, monitoring of transport reports, planning of vehicle rental according to programme needs, ensuring safe, reliable and efficient transportation for programmes and staff.
  • Oversee the management of the offices and apartments and ensure contracts are up to date.
  • Oversee the management of the fixed asset register
  • Liaise with Concern’s lawyer to ensure all legal procedures are being followed.

Information Technology

  • To ensure effective IT systems for communication and data management linking with Concern Worldwide systems, Including but not limited to:
  • Ensure Concern’s IT policy and procedures are in place and followed
  • Through the IT designated person, ensure provision of effective support systems, enabling the smooth operation of IT systems

Accountability

  • Promote and ensure compliance with the Core Humanitarian Standard (CHS) commitments and quality criteria
  • Ensure that all staff are familiar with the principles underpinning accountability, safeguarding and Concern’s Complaints and Response Mechanism (CRM) and ensure that information about Concern’s commitments on accountability and safeguarding are disseminated among programme participants and communities
  • Ensure that the CRM is functional, effectively implemented and accessible in all programmes’ locations, enabling safe reporting of both programmatic and sensitive complaints, including safeguarding concerns
  • Ensure that complaints are welcomed, managed and responded to in a timely, fair and appropriate manner; ensure that sensitive complaints, including safeguarding concerns, are handled with utmost confidentiality and that the safety of the complainants and those affected is prioritised at all stages.

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
  • Management of diverse and multi-operational teams
  • Experience of security management in insecure contexts.
  • Previous work in a similar context, including emergency response experience
  • 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.
  • Excellent written and spoken English. Ability to communicate in Arabic would be an advantage.
  • 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 and reliable
  • 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

How to apply

All applications should be submitted through our website at https://jobs.concern.net/jobs/international/vacancy/systems-director-1894-yemen/1912/description/ by the closing date and CV’s should be no more than 4 pages in length.

Due to the urgency of this position, applications will be screened on a regular basis and we may offer posts before the closing date.

Concern Worldwide is an equal opportunities employer and welcomes applications from all sections of the community.

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.

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