Systems Director

Systems Director – Job Advert

 

About the Role

GOAL is currently seeking to recruit a Systems Director. In this multi-faceted role, you will be supporting key staff to ensure the effective running of the various systems in our Uganda country programme. If you are an individual with strong interpersonal skills and dedicated leader, then this role is right for you. If you are familiar with working within the international development aid sector and have a strong background in the areas mentioned, then this role is perfect for you!

 

As the Systems Director, you will be reporting to the Country Director and you will be leading the logistics, procurement, IT, safety and security and administration departments, with a dotted line from the Field Managers to ensure support systems meet the demands placed on them. Significant focus will lie on developing the capacity of the above-mentioned departments, with an emphasis on ensuring compliance with GOAL and donor rules and regulations and resolution of audit issues.

 

Qualifications, Skills and Experience:

To be successful in this role, you will need:

Essential

• 10 years of International NGO (INGO) experience managing logistics, procurement, IT and administration with 5 years at a senior management level.
• Masters in Business Administration with training in Logistics, Procurement and Security
• Excellent understanding of key donor rules and regulations and implementation of strong compliance and control framework
• Experience in operational support to proposal budget development and planning
• Demonstrated analytical and conceptual skills to plan projects, timetable activities and oversee staff work with a strong ability for budget control and financial management skills.
• Demonstrated ability to mentor and build capacity within diverse teams.
• Excellent staff management and personnel skills
• Excellent critical thinking and strategic analysis skills.

Desirable

• Good skills in systems development and documentation e.g. experience of ISO systems
• Budgetary control and financial management skills

 

Key Duties and Responsibilities:

The key responsibilities of the role will be:

General

• Responsible for supervision and leadership of the systems team including Logistics Manager, Procurement Manager, IT Manager and Field Systems Coordinators.
• Providing effective and timely support to all programmes in relation to Supply Chain, Assets, Premises, Fleet, Safety & Security, and IT management.
• Develop the annual workplan for the systems team and oversee its implementation and monitoring.
• Assure relevant internal support systems policies and procedures that support programme implementation and ensuring that all tasks are carried out in compliance with the GOAL and donor requirements.
• Ensure strong and timely coordination among the different operations departments, and between operations and programmes teams as well as between field sites and Kampala, ensuring a continuous and up up-to-date flow of information between the field and Kampala and Kampala to HO in Dublin.
• Implementation of core cost and equipment budgets, financial, procurement, and systems and ensure adequate training of staff and project personnel on these issues.

• Liaise closely with the Country Director, Financial Controller and programmes team to ensure that adequate resources are budgeted for when planning new programmes.
• Serve as the security focal point counterpart for GOAL Uganda in support of the Country Director.
• Actively participate in the Senior Management team, providing advice and support to operations at strategic level and contributing to the ongoing development of the country programmes.
• Proactively seek out ways to incorporate learning and innovative into ways of working within the operations department.
• Deputise for the CD when requested.
• In coordination with HR, facilitate the logistics/entry visa and other requirement for Head quarter technical visitors/consultants.
• Support the Global partnership hub and the in-country partnership team to identify systems related capacity building support to partners.

Logistics

• Directly line manage the Logistics Manager and provide oversight of and support to the logistics department.
• Overall supervision and oversight of logistical operations in Kampala and across all field offices: including procurement/supply chain, stores, inventory and asset management, premises, security and fleet management.
• Ensure that there is an effective system in place for asset management and replenishment planning.
• Ensure that there is an effective system in place for contract management and renewal.
• Ensure that the GOAL logistics services, and transport fleet serves the needs of the programme.
• Ensuring that quality logistics reports are produced and submitted on time, with regular review and feedback on improvements to reporting tools and processes.
• Ensure there is an effective system in place for the technical support and supervision of the Field Logistics teams.
• Ensure logistical operations are aligned with GOAL Logistical Manual and with Donor requirements.

Procurement

• Directly line manage the Procurement Manager and provide oversight of and support to the Procurement department.

• Manage the provision of goods and services for the country office and projects following established GOAL procedures regarding sub-contract review and awarding of contracts, evaluate for cost effectiveness and manage the negotiations in connection with eventual agreements.
• Improve cost-effectiveness through use of framework contracts, procurement plans and improved coordination of programme activities, purchasing and transport.
• Regular procurement meetings / procurement trackers and timelines ensuring regular coordination between procurement and programmes.
• Effective management of contracts with timely payments (reconciliation of payments with underlying documents).
• Guide, review, monitor and audit procurement transactions to ensure value of money and adequate specifications of items procured, as well as in areas such as code of conduct, ethics, fraud prevention and government procurement compliance.

Security

• Ensure there is timely communication of security advisories so that senior management and staff are informed on safety and security related issues and ensure that they are kept informed of all security developments and are in a position to take appropriate action when required.
• Ensure that appropriate systems and procedures are in place to maximize the safety and security of all GOAL staff and that these systems and procedures are adhered to at all times.
• Ensure that safety and security is mainstreamed into all areas of planning and operations.
• Support in timely review of security SSEPs and SOP procedures.
• Ensure full compliance with Safety, Security and Evacuation Plan (SSEP) and Standard Operation Procedures (SOP) on security of staff and office premises.
• Liaise with HQ-based and Regional Security Advisor or his/her designated staff member on all security matters.

IT

• Directly supervise the IT Manager and provide oversight of and support to the IT department.
• Ensure that the IT planning reflects programme priorities.
• Ensure support and oversight by IT team for IT related issues including adherence to IT guidelines.
• Liaise with Dublin IT support in relation to IT maintenance, internet connectivity and IT equipment management and formatting.
• Ensure that regular back-ups and virus checks are carried out.
• Ensure all IT components (hardware, software, data, processes, and people) maintain pace with changes in technology.

Financial

• Prepare and manage the overall core cost budgets and equipment budgets for the country programme ensuring consultation with and contribution from field teams.
• Coordinate with the Country Finance Team to ensure that field core cost budget management tools are provided for review and management.
• Facilitate coordination between system departments and the finance department including monthly finance / logs meetings and to ensure suppliers payment are effective in the agreed timelines.
• Participate in the development of proposal budgets ensuring sufficient funding is secured for equipment and support functions to enable the successful delivery of programmes.
• Ensure organisational compliance to donor policies and guidelines.

Staff Management

• Ensure performance evaluations are completed for Logistics, Procurement, IT and Field Systems staff.
• Agree with direct reports monthly and longer term objectives for his/her department and review on a monthly basis their achievement based, in part, upon agreed performance indicators.
• Provide direct reports with reasonable support and supervision as required to assist with the implementation of their work and to ensure that targets are being achieved.
• Support direct reports to work with other functions and programmes to coordinate and link work across the country programme.
• Build the capacity of and manage staff in the logistics/procurement and IT departments in accordance with the HR Policy, and ensure the highest standards of ethics, accountability and professionalism.

Policies, Procedures and Guidelines

• Working with the CD and the Senior Management Team (SMT) identify areas requiring development and set out priorities and plans for meeting them.
• Support policy development and implementation in systems, working with the respective leads.
• Support the ongoing development and implementation of Logistics, Procurement, IT systems to improve the effectiveness and efficiency of the organisation.
• Act as the Data Privacy Focal Person for GOAL Uganda in coordination with HQ and ensure that the country programme is fully compliant and in adherence to relevant data privacy policies including GDPR.
• To be the organisation link person to the country legal firm to ensure good performance of the legal retainer contract and that all legal matters are handled effectively and closed in time in liaison with the Country Director. Ensure (in coordination with the CD and relevant department) that all required government registration/license renewals are done on time.
• Liaise with Dublin on development of policies within head office and the field, sharing information to encourage the development of systems that are valuable for all parts of the organization.

Representation and Communication

• Ensure the team leaders (finance, logistics, programmes etc), are appraised of all activities designated to their responsibility and any difficulties that may arise though regular meetings both formal and informal with management and staff;
• Ensure that GOAL is legally registered with appropriate bodies at national and district level and that all requirements that arise from time to time are addressed and that GOAL develops and maintains effective working relationships with local government officials, leaders and the community.
• Represent GOAL in inter-agency meetings and working groups on systems issues to ensure GOAL’s interests are reflected in activities related to logistics, procurement, IT and security.
• Liaise closely with the CD, FC and programmes team to ensure that adequate resources are budgeted for when planning new programmes.
• Serve as the security focal point counterpart for GOAL Uganda in support of the Country Director.

 

General terms and conditions

 

Code of Conduct and Accountability within GOAL

GOAL is an equal opportunities employer and has values and behaviours framework which defines our code of conduct. Any candidate offered a job with GOAL will be expected to adhere to the following key areas of accountability.

• Comply with GOAL’s policies and procedures with respect to safeguarding, Code of Conduct, health and safety, data protection and confidentiality, do no harm principles and unacceptable behaviour protocols.

• Report any concerns about the welfare of a child or vulnerable adult or any wrongdoings within our programming area.
• Report any concerns about inappropriate behaviour of a GOAL staff or partner.

 

Safeguarding

Children and vulnerable adults a must be safeguarded to the maximum extent from deliberate or inadvertent actions and failings that place them at risk of abuse, sexual exploitation, injury, and any other harm. One of the ways that GOAL shows this on-going commitment to safeguarding is to include rigorous background and reference checks in the selection process for all candidates.

 

GOAL

Established in 1977, GOAL is an international humanitarian agency, with a global team of 2,400 personnel, dedicated to alleviating the needs of the most vulnerable communities. Currently operating in 13 of the world’s most vulnerable countries, GOAL delivers a wide range of humanitarian and development programmes, ranging from humanitarian relief in disaster situations, to focusing on nutrition, food security, and building greater resilience and sustainable livelihoods.

 

General description of the country programme:

First operational in Uganda in 1979, the current GOAL Uganda country programme focuses on Health (including WASH, Health Accountability and Nutrition programming); and a market based systems approach to improving agricultural livelihoods and WASH. GOAL Uganda mainstreams gender, child protection, social behaviour change and resilience strategies across all programming. GOAL works on a district focused approach and uses a mixture of direct implementation and partnerships with national and international civil society organizations, local government, the private sector and communities to give effect to our mission.

 

GOAL Uganda has a skilled team of approximately 100 personnel and manages an annual operating budget of approximately €8.7 million (2018). GOAL is currently operational in the North, South, East and West of Uganda with six established offices in Kampala, Lira, Bugiri, Budaka, Fortportal, Moroto, Hoima, Kaabong and Agago Districts. GOAL Uganda country programme is funded by a number of donors who include Mastercard, charity: water, Irish Aid and some small foundations.

Our package includes a competitive salary, health insurance cover for up to 3 dependents, comprehensive 24-hour personal accident cover, terminal benefits equivalent to one month for each completed year of service, a flexi-work arrangement and our working hours provide for a half day on Fridays.  GOAL promotes a learning and development environment with training & study opportunities aligned to our staff development policy.

 

How to Apply:

All interested applicants who meet the requirements should submit their applications by email with at least 3 reference contacts (current or former Line Manager) from the last three employers and daytime contact number to; recruitment@ug.goal.ie  indicating the title “Systems Director” in the subject line by 7^th March 2023.  PLEASE DO NOT ATTACH CERTIFICATES.

 

Deadline: 7^th March 2023