Assistant Country Director Systems - Lebanon

Contract Grade: C

Contract Length:  1 year

Date Needed By: Oct 27, 2014

New Post or Replacement: replacement

Accompanied / Unaccompanied:  Unaccompanied

Exact Job Location: Akkar, North Lebanon with frequent travel to Beirut, this may  change to Beirut with frequent travel to Akkar in the second half of the contract

Reports To: Country Director

Responsible For:  Security, Logistics, Human Resources, Administration and IT

Liaises With:  ACDP, CFC, Programme Managers, HR and Logistics in Dublin, externally e.g. Procurement centres, Security and HR For a as required

Job Purpose:

The Assistant Country Director Systems (ACDS) is responsible for the overall management of Concern Lebanon’s support functions, which comprise administration, HR, and logistics including procurement, warehousing and fleet management. The ACDS will ensure that appropriate systems are in place to meet program needs, while ensuring the effective and efficient use of Concern’s resources.  As a member of the Country Management Team, the ACDS provides strategic direction to Concern Lebanon. The ACDS also supervises security management

Main Duties & Responsibilities:

• Ensure that key Concern support policies (Procurement and Logistics, Transport, HR, IT, SMP) are continuously updated as required       and appropriate to the Lebanon context
• Ensure that all staff are aware of and comply with Concern’s policies and procedures
• Manage the logistics function of Concern Lebanon and ensure it 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.
• Manage the HR function and ensure the effective and efficient HR management and support Programme Managers in resource planning for new projects including logistics, HR and administration
• Manage the IT function and ensure appropriate IT support for the programme
• Manage the revision of the Security Management Plan (SMP) and ensure it is updated and SOPs rolled out throughout the programme
• In support of the CMT ensure implementation of 4Ps policy across the Lebanon programme

• 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.

   

Human Resources Management:

• Responsible for ensuring that 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 Lebanon 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 practise
• Responsible for having an 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 for International Staff, ensuring any issues that arise are dealt with in accordance with Concern Worldwide HR Policy and the National and International Staff Manuals.
• In collaboration with the ACD-Programmes, ensure the effective implementation of HR related HAP standard commitments
• Uphold organisational values and comply with the Programme Participant Protection 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:

• Responsible for 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.
• Responsible for implementing procurement procedures so that they are effective, efficient and adhered to by all staff
• 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, effective 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:

• Follow up on recommendations from Regional IT Adviser visit
• 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

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

Security

• Implementation of the Security Management Plan and regular update and roll of SOPs for incidents management

• Ensure all new staff receive thorough security briefings and apply Concern’s security protocols
• Monitor the day-to-day management of security matters and closely work with the field Security Focal Persons (SFPs), other NGO security personnel and NGO security coordination mechanisms

Other

• Any other related duties as assigned by the Country Director
• Promote the commitments and rules of Concern’s Programme Participant Protection Policy and Code of Conduct (P4 and CofC).

PERSON SPECIFICATION

ESSENTIAL

Education, Qualifications & Experience Required: 

Education, Qualifications & Experience Required: 

• Significant previous experience in developing and delivering Concern systems in the field

• Sound experience in HR, administration and logistics management including procurement and fleet management

• Experience in team building and supervision of staff.

• Experience in dealing with local authorities, national and international NGO’s /UN bodies

• Experience in security management and working/living in insecure and sensitive environments

• Empathy with Concern’s vision, mission, goal and objectives and commitment to capacity building, protection and participation.

• Very good command of English

   

   

Special Skills, Aptitude or Personality Requirements:

• Strong leadership skills with the ability to lead and motivate a team.

• Excellent interpersonal, facilitation and negotiation skills.

• Ability to act as part of a multi-cultural and multi-disciplinary team

• Ability to organize and prioritize workload, using initiative when appropriate

• Ability to represent the organization

• Ability to cope with stress, work under pressure often to strict deadlines

• Flexibility, adaptability, sense of humour, and patience

• Ability to motivate and develop skills of others

• Analytical and problem solving skills

• Ability to assess problems and recommend solutions

• Cross cultural awareness and sensitivity to cultural differences

• Good knowledge and competence of computer applications i.e. Microsoft Office Professional

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.