About the role: This is a 24 month replacement role with unaccompanied terms based in Taluqan, Takhar Province, North East Afghanistan, with regular travel to the field with a Band 5 salary scale: €40,402 – €44,842.
You will report to the Country Director and will line manage Security, Logistics, Human Resources, Administration and IT and work closely with PD, CFC, Programme Managers, Provincial Coordinators, HR and Dublin Logistics, IT and HR Departments, Suppliers and other INGOs.
We would like you to start on 1 December 2017.
Your purpose: You will be responsible for the overall management of Concern Afghanistan’s support functions, which comprise administration, HR, and logistics including procurement, warehousing and fleet management. You will Ensuring appropriate systems are in place to meet programme needs, while ensuring the effective and efficient use of Concern’s resources. As a member of the Country Management Team, you will provide strategic direction to Concern Afghanistan. You will also supervise security management in country.
You will be responsible for:
- Ensuring that key Concern support policies (Procurement and Logistics, Transport, HR, IT, SMP) are continuously updated as required and appropriate to the context
- Ensuring that all staff are aware of and comply with Concern’s policies and procedures
- Ensuring 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.
- Ensuring effective and efficient HR management and support Programme Managers in resource planning for new projects including logistics, HR and administration.
- Ensuring appropriate IT support for the programme.
- Ensuring the Security Management Plan is updated and SOPs rolled out throughout the programme.
- Together with CMT ensuring the implementation of 4Ps policy across the Afghanistan 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.
- Ensuring 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.
- Leading the country team in rolling out the approved Human Resources Manual, including provision of briefings to staff and new recruits at induction
- Providing technical support and on-going on-the-job training and coaching to staff
- Ensuring 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
- Ensuring effective performance reviews and development through the use of the PDR system for direct reports, and in supporting teams in its use across the country programme
- Providing 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 PD, ensuring the effective implementation of HR related HAP standard commitments.
- Upholding organisational values and comply with the Programme Participant Protection Policy
- Promoting an attractive working environment based on equality, caring attitudes, and integrity where staff feel safe, valued and respected.
Administration and logistic functions: To 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.
- Ensuring that procurement procedures are effective, efficient and adhered to by all staff
- Ensuring 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.
- Overseeing the management of the offices and apartments and ensuring contracts are up to date.
- Oversee the management of the fixed asset register
- Liaising with Concern’s lawyer to Ensuring all legal procedures are being followed.
Information Technology: To Ensuring effective IT systems for communication and data management linking with Concern Worldwide systems, Including but not limited to:
- Following up on recommendations from regional IT Adviser visit
- Ensuring Concern’s IT policy and procedures are in place and followed
- Through the IT designated person, ensuring the 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, managing and monitoring the support systems annual budgets for Transport/ Administration/International Staff
- Ensuring all Systems’ staff are trained on budget procedures and monitor their monthly expenditure
- Ensuring rigorous implementation of the Security Management Plan and updating and rolling out of SOPs for incidents management
- Supporting the security management structure in Afghanistan to be effective; SFPs and SFGs.
- Providing regular and up-to-date, context-specific security briefs to staff in all locations.
- Writing monthly security briefs and sharing with the Field and Dublin.
- Ensuring that all new staff receive thorough security briefings and apply Concern’s security protocols.
- Ensuring that all international visitors receive thorough security briefings and that airport and travel procedures are rigorously followed.
- Undertaking and/or ensuring that Concern Afghanistan staff receive regular Security Trainings and that evacuation/fire/earthquake drills are carried out on a regular basis.
- Any other related duties as assigned by the Country Director
- Contribute to organisational accountability initiatives
- Adhere fully to the commitments and rules of Concern’s Programme Participant Protection Policy and Code of Conduct (P4 and CofC), including the respect of confidentiality.
Your skills and experience will include:
- Significant previous experience with an INGO in developing and delivering systems which are compliant to EU, USAID and/or UN procedures.
- 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.
- Previous experience working in the fragile states.
- Dari, Tajik language skills.
We would also like:
- 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.
Due to the urgency of this position, applications will be short listed on a regular basis and we may offer posts before the closing date.
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.