About the role: This is a 12 month, new role with unaccompanied terms based in Kalémie, with frequent travels to Kiambi, Manono, Kabalo and Nyunzu, Tanganyika province, DRC with a salary of Grade 3 (€36,527 – €40,586).
You will report to the Area Coordinator (AC) in Kalemie and will line manage the storekeepers, cashiers, logistics officer and administration assistant. You will work closely with the programme managers of Tanganyika as well as the Logistics Manager, Human Resources Manager, Country Finance Controller and Systems Director.
You will be expected to travel at least 30% of your time.
We would like you to start around August 1st 2019.
Your purpose: is to provide day-to-day support to the implementation of the programme by ensuring that the systems (logistics, administration, HR and finance) are functioning according to the needs of the programme and in line with Concern’s policies, procedures and standards. The Systems Manager also provides support to the field offices in Tanganyika and Haut Lomami, particularly on Logistics and Admin. The Systems Manager will be responsible for overall security management for Concern’s field operations in the Tanganyika and Haut Lomami Provinces.
You will be responsible for:
Logistics, Finance and Administration for the Kalémie base:
- Ensuring adherence to Concern’s systems and procedures for logistics, administration, HR and finance functions, with support from the AC and the SD.
- Managing logistics functions (procurement, transport, storage, asset management) in Kalémie, ensuring all tasks are carried out in a timely manner and in line with Concern’s and donor procedures.
- Fleet management; overseeing and maintaining the programme transport management system, including vehicle movement planning and scheduling maintenance/repairs etc.
- Managing Concern’s assets in Kalémie ensuring all assets are recorded, tracked, marked and monitored using a full inventory and asset register, which is updated on a regular basis.
- Overseeing the efficient management of Concern warehouses and stores in Kalémie through regular spot checking and ensuring they are operating in accordance with Concern procedures.
- Overseeing the maintenance and running of Concern premises in Kalémie (office, residence and stores) ensuring that adequate supplies, staffing and support systems are in place. Special attention paid to generator management, maintenance, and fuel consumption.
- Supporting the Finance and Admin Officer in his finance/administration duties, ensuring regular cash counts and financial checks are conducted and that a quality monthly reporting pack (management accounts) are sent on time.
- Design procurement plans with programme managers for programmes in Tanganyika and provide a quarterly update. Organize and follow procurement for the Tanganyika Programmes, including call for tenders.Human Resources management
- Providing management oversight to the programme’s Logistics and Finance/Administration staff.
- Recruiting (as necessary) and providing training to relevant staff on Concern’s systems and policies and ensure standards of transparency and accountability are in line with Concern policy and donor requirements, giving a particular attention to gender balance
- Ensure that the Performance Development Reviews of base staff is done in a timely and proper manner.
- Maintaining up to date staff lists and providing regular staffing reports to the AC and HR Department, advising on staffing needs.Support bases in Tanganyika and Haut Lomami
- Support the Logistics Manager to standardize logistics practices in Tanganyika
- Support the Base Managers in Tanganyika for recruitment
- Travel to the field offices in Tanganyika and Haut Lomami.Communications and IT systems support:
- In liaison with and support of the National IT officer, ensuring that computer and communication needs of the staff are regularly reviewed, budgeted for, and met, while ensuring that relevant operating protocols are adhered to.
- Ensure that all HF, VHF and other communications equipment are operational, used in line with communication policies and that requisite training is provided to staff on usage protocols.
- In conjunction with the National IT officer and programme management staff, ensure the training of all relevant programme staff in the use and maintenance of communications and IT equipment.Security and Representation
- As the Security Focal Point in Kalémie, in close liaison with line management and with the PMs, ensure the day-to-day application of the Concern DRC Security Management Plans (SMP) and Standard Operating Procedures (SOPs) through collaboration with the Security Focal Group.
- Ensure all staff and visitors are briefed on the Security Management plan and SOPs and are fully aware of their duties and responsibilities related to security.
- Undertake analysis of security incidents and trends in the zone of intervention and surrounding areas, ensuring that line management is regularly briefed on the security situation and advise as necessary in relation to adaptation of workplans and movement plans.
- Ensure security information is up to date, relevant and communicated in a timely manner.
- Liaise with and develop relationships/contact list of other INGOs and external stakeholders to follow the evolution of security situation and regularly report feedback to management.
- Lead the access working group in Tanganyika.
- Represent Concern at the logistics cluster in Tanganyika.Specific CRM (Complaints Response Mechanism) responsibilities:
- Facilitate and coordinate the logistics of the management and extension of the Kalémie CRM and accountability initiatives and assist in annual staff training on Concern’s P4 and Code of Conduct and accountability commitments and initiatives.
- Assist PMs in the provision of information to Programmes Director for Annual Accountability Progress Report and ensuring that the accountability implementation plan is being carried out.
- Be responsible for the implementation of the HR component of the gender strategy in Tanganyika.
- Provide input to country team budget development process particularly in relation to logistics, transport, stores, administration, communications, security and human resources and directly manage the Kalémie transport and admin budget.
- Ensure that logs, transport and admin reports are compiled and produced to a good standard on a regular basis as required.
- Implement the recommendations of the audit report.
- Train staff on HR, Logs and admin procedures
Your skills and experience will include:
- Primary degree in logistics, supply chain management or associated discipline
- At least 3 years’ Systems/Logistics experience, with management experience, of which at least two years’ working overseas with an NGO; Logistics/Procurement/Transport/fleet management experience; stores management experience
- Excellent communication skills in French, both written and verbal
- Strong planning, problem solving and analytical skills. Able to prioritise and handle a diverse and heavy workload.
- Willingness and ability to communicate with people and to contribute to local staff capacity development
- Good team player, flexible and capable of working with a multinational country team
- Politically and culturally sensitive
- Good computer skills, including Microsoft Word and Excel.
We would also like:
- MSc or A degree in development studies or relevant field
- 2 years’ experience in management role
- Proven ability in report writing
- Working knowledge of English
- Outgoing personality with excellent training skills
- Experience of working/living in an insecure environment
- Experience in security management