Assistant Country Director System (ACDS) Burundi

Contract Grade:                B

Contract Length:              18 months

Date Needed By:             1st February 2015

New Post or Replacement: New Post

Accompanied / Unaccompanied:  Accompanied (partner only – no children)

Exact Job Location:          Bujumbura          

Reports To:                         Country Director

Responsible For:              Directly responsible for all Concern system staff in Burundi, with support to systems staff in Rwanda, if/when required

Liaises With:                      ACD Programme in Burundi, Desk Officer at head office and other technical advisors in HQ, Government, Line Ministries & other donors and stakeholders in Burundi, system staff in Rwanda

Job Purpose:     

The purpose of the post is to contribute to the management of the country programme in Burundi with specific responsibility for the following divisions: administration, human resources, logistics, security, communications and IT, as well as mentoring a national General Systems Manager.  Over time the Duties and Responsibilities outlined below will be transferred back to the national General Systems Manager.

Concern is in the process of putting a place a joint management structure for Burundi and Rwanda and the ACD Systems will liaise frequently with the Concern Country Management in Rwanda and provide support as necessary.  In certain cases, this will be required to travel to Rwanda.

Main Duties & Responsibilities:

a) Senior Management

• Assist the Country Director in the management of the country programme through involvement in decision making.
• Contribute to the elaboration of the new Country Strategic Plan (2015-2018) for Burundi and Rwanda and integrate country strategic plan objectives into staff performance development reviews that the job holder line manages.
• Roll out and reinforce Concern’s policies and procedures concerning systems functions.
• Participate in core management meetings.
• Understand and adherence to all Concern policies and roll out throughout country programmes.
• To act as Acting Country Director, when designated to do so, in the absence of the Country Director.

b) Security 

• To act as main focal point for security, reporting to the Country Director and colleagues to assist in attending security briefings on your behalf, relaying to staff salient points on security issues.
• Lead on the Security Focal Group (SFG) meetings and ensure they occur regularly.
• With the CD, take decisive action regarding the safety of staff in the event of heightened security risk – in initiating hibernation/relocation/evacuation plans, where the situation calls for such action

• Monitor and report on security in all programme areas and in other areas that likely impact on Concern’s programme areas.
• Review periodically and ensure the regular review and implementation of Security Policy, Security Management Plan, SOPs and train staff where necessary on security issues and procedures.
• Provide security orientations and briefings to all new staff and visitors and refresher orientation periodically for all staff including being responsible for security briefings to visitors.
• Issue regular security updates and provide security guidance as required to all staff on a weekly basis, and daily where necessary. 

c)  Administration

• To ensure the offices and houses conform to recommended security, health and safety standards.
• General administration – design, implement, manage and ensure the maintenance of appropriate administrative systems and procedures.
• To oversee the purchase of office equipment and supplies.
• To ensure that all office equipment is well maintained, appropriately utilised and that an appropriate replacement schedule is implemented.
• To capacity-build national staff and local partners in systems issues as required.
• Ensure travel arrangements for all staff and entry permits and visas are processed for international staff.

d)  International Staff Administration  

• Support national staff in international staff administration (incl work permits, in-country induction and briefing, and ensuring houses meet security, health and safety standards)

e)  Human Resource Management

• To be the primary budget holder for international staff and administration costs, and to monitor and assist staff that report to you apropos their respective budgets (Logistics, HR).

• Review and appraise recently modified National Staff Manual and Internal Regulations which need to be finalized by GSM and CWB’s lawyer to verify that both documents harmonize with Burundian labour law and thereafter submit to Dublin for approval.

• Capacity building/ training responsibilities of national staff, including local partners – e.g. to coach and train in order to develop their own management skills.
• To ensure that personnel working in administration, HR, IT and Logistics have up-to-date, relevant job descriptions.
• Carry out regular performance development reviews (PDRs) for all staff that report directly to you, ensuing their compliance with all Concern policies.
• Ensure that personnel working in administration, HR, IT and Logistics set objectives, conduct reviews and perform PDRs with their staff.

f) Logistics

• To oversee the implementation of Logistics policies and procedures for purchasing, delivery, storage, communications and transport.

• Support capacity building of local staff and partners in logistics
• Be part of the Purchasing Committee and capacity build new members if needs be.
• Write up contract documents and tender documents where relevant.
• To work in close collaboration with Logs Dublin and CW country Logistics personnel for the roll out of various logs and procurement manuals.
• To follow-up on such issues as reimbursement of VAT taxes in Burundi.

• Ensure all systems are in accordance with Concern procedures and policies.

• Ensure that guidance and monitoring in all Concern logistical procedures and policies are given to all field locations.
• Ensure procurement procedure complies with Concern, and donor procedures.

g) Emergency Response

• Leading on the elaboration and implementation Action Plan of the systems/logistics elements of the Planning for Effective Emergency Response (PEER) Plan for Burundi
• Ensuring that staff skills outlined in PEER are developed as per the action plan.
• Ensure that both the Burundi & Rwanda country programmes retain their capacity to respond to emergencies within their programme areas and is expected to take a supporting role to programmes in any emergency responses within the programme areas.
• Be willing to travel outside of the base location (Burundi) to provide support to emergencies in other countries where Concern is operational, if called upon to do so. 

h) IT and Communications

• To oversee the establishment, maintenance, development and security of all IT equipment and systems. This includes collaboration with IT officer that all CW assets are recorded, managed and monitored according to organisational best practice this includes working closely with IT officer for the inputting of data so that CW has an up-to-date complete Fixed Asset Register computerized and harmonized between the various offices in Burundi, and that a replacement schedule is implemented.
• Ensure that country IT procedures and policies are in compliance with Concern Worldwide guidelines on IT.
• Oversee the continual revision of IT equipment and policies.

• To supervise implementation along with IT Officer of on-going IT training plan for CW Burundi personnel.

i)     Other Duties: 

• be familiar and comply with Concern Worldwide Staff Code of Conduct, the Programme Participant Protection Policy (4Ps), Anti-Fraud Policy and the Dochas Code of Conduct on Images and Messages;
• Ensure that those he/she directly line manages are conversant with and adhering to the P4 and will institute mechanism to follow-up and verify that this is the case.
• Comply with Concern Worldwide Burundi current Security Management Plan;
• be familiar with Concern Worldwide Counter Terrorism Policy;
• Perform any other related duties as assigned by the Country Director or his / her delegate.

PERSON SPECIFICATION

ESSENTIAL

Education, Qualifications & Experience Required: 

• Third Level Degree/Masters in NGO management, organizational development, Administration, IT, or Logistics Qualifications
• Minimum of 5 years overseas experience working with an international humanitarian /development NGO (or similar institution), with strong system management, security management and team management experience.
• Minimum of 3 years’ relevant logistic/systems and management experience in development context
• Proven strong management ability, including ability to motivate and develop skills of others.  Must be able to make sound management decisions in difficult situations and also be able to work in a participatory manner with colleagues.
• Good spoken and written French.
• Strong budget management skills
• Training and facilitation skills
• Fluency in written and spoken English.
• Excellent organisational and planning skills.  Strong problem solving and analytical skills.
• Ability to work under pressure often to strict deadlines
• Affinity with organisational values, mission and vision, commitment to humanitarian principles.
• Highly developed listening and conflict resolution skills. Belief in and respect for people, interpersonal skills. Patience and a sense of humour.
• Knowledge of computer applications i.e. Microsoft word and excel
• Willingness to travel frequently to rural field locations and spend periods of time away from the capital in which the ACD / System position is based. 

DESIRABLE

Education, Qualifications & Experience Required:

• Post-graduate training in NGO management, organizational development, Administration or Logistics Qualifications
• Previous Concern experience.
• Fluency in written and spoken French.

All applications should be submitted through our website at https://jobs.concern.net by closing date. CV’s should be no more than 4 pages in length.

All candidates who are short-listed for a first round interview will be notified via email after the application deadline.

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.

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