About the role
This is a 24 month, replacement role with accompanied terms based in Niamey, Niger with 50% of the time scheduled and spent in the programmes areas (Tahoua, Diffa, Tillaberi), with a **salary of Grade 5 (**โฌ50,107 - โฌ55,674).-
You will report to the Country Director and will line manage the HR Admin Coordinator, Sub Regional IT Advisor, Logistic Coordinator.. You will liaise with the Programmes Director, Country Financial Controller, other key staff and the Dublin based Regional Logistics Advisor.
We would like you to start in June 2024.
Your purpose: As a member of Concern Nigerโs Senior Management Team (SMT), the Operations Director (SD) will lead the effective and efficient delivery of Concernโs programmes by managing the support systems required whilst following Concern Worldwide and donor policies and standards.
In a dynamic working environment, with an expanding team and a growing portfolio of programs and donors, you will actively participate in the strategic development and management of Concern program in Niger. You will ensure that the logistics, human resources, administration, ICT and security systems put in place enable the timely delivery of quality programs to vulnerable populations in Niger, in line with our strategic priorities.
You will be responsible for, but not limited to:
Systems management
- Reviewing procedures in all locations with regular monitoring and support visits (up to 50% of the time in the field) to ensure that procedures are adapted to the operational context.
- Managing information systems to monitor and report on the effectiveness and efficiency of Admin, HR, IT, transport and logistics departments
- Provide relevant and timely recommendations to the SMT on required changes and improvements of systems policies and procedures based on programme needs and context changes.
- Ensure that control systems are in place and effectively implemented in all systems departments to guarantee accountability and compliant use of donor/internal funds.
- Reviewing of all external contracts to ensure consistency, clarity and minimize liability for Concern.
- Costing systems requirements for funding applications.
- Identifying all donor-specific system requirements to ensure compliance
- Carrying out logistics, admin and security assessments for all new programmes and establishing systems for new locations and interventions.
Budget management
- Identifying and implementing potential savings and making recommendations to SMT.
- Preparing administration and transport and national salary budgets and track related expenditure. Proactive identification of issues for discussion with budget holders and SMT.
Office/House management
- Ensuring adequate supplies, staffing and support systems are in place for all Concernโs premises
- Ensuring leases for premises are actively managed and contracts assessed
- Ensuring all issues related to government authorisations are managed proactively.
- Ensure all offices, guest houses and international staff residences meet security, health and safety standards.
Human Resources and Admin management
- Line managing the HR AdminCoordinator
- Ensuring Concern is fully compliant with national employment legislation and requirements and global HR policies and procedures
- Ensuring staff are trained on the Safeguarding Policy and mechanisms to report and reduce potential for abuse are functioning effectively.
- Overseeing grievance and disciplinary procedures
- Overseeing the logistics arrangements for visitors
- Leading salary and benefit review processes and ensuring results are analysed and shared with SMT and other staff as appropriate.
- Overseeing the management the Health Insurance provision for National Staff.
- Promoting a gender balance at all levels in the workforce.
- Agree targets with SMT for recruitment and ensure these are met.
- Ensuring an effective performance development review (PDR) system is in place and ongoing training is provided to line managers and staff.
- Identifying strategic training needs.
- Ensuring the systems structure is fit-for-purpose and relevant to support programme implementation effectively.
- Monitoring and reviewing team performance; giving corrective feedback where required and taking decisive action in the case of poor performance.
- Ensuring all issues related to expat visa entry and work applications and extensions are managed proactively.
Transport management
- Ensuring cost effective maintenance of the Concern Worldwide fleet of vehicles.
- Ensuring accurate and timely fuel and transport reports and any recommendations to CMT.
- Assessing the transport requirements of the country programme on a regular basis and ensuring appropriate solutions are implemented
- Ensuring all offices adhere to the Transport and Fleet Management Policy, with particular attention to Fuel procedures.
- Ensuring a clear, well-documented paper trail in systems files
- Developing a multi-year plan for asset replacement (fleet and IT)
- Managing the fixed asset register.
- Ensuring all stores and assets are managed and accounted for in line with Concern and donor policies.
Procurement and asset management
- Manage the Logistics Coordinator
- 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.
- Reviewing and overseeing an annual procurement plan for each programme/project.
- Establishing and maintaining a Pre-Qualified Suppliers list
- Training, supporting and checking personnel involved in procurement
- Leading on tendering, contracting and international procurement
- Establishing and assessing framework agreements in the most frequent areas of procurement
Information Technology
- Line Manage the Sub Regional IT Advisor
- Ensuring Concernโs IT policy and procedures are understood and adhered to by all staff.
- Ensuring provision of effective support systems, enabling the smooth operation of IT systems and management of information (including the servers, encryption, backup and protection mechanisms).
- Ensuring that all HF, VHF and other communications equipment is operational, used in line with communications policy and that requisite training is provided to staff on usage protocols
- Liaise with Dublin IT support and the Regional IT Advisor in relation to IT maintenance and IT equipment and management.
- Developing staff IT capacity, skills and confidence in using common software packages.
Security Management
- Acting as Security Focal Point for Concern Worldwide Niger and liaise with Security Focal Points from each field office and with other INGOs.
- Supporting Security Focal Groups in each location and ensure they have the knowledge and information to operate successfully and that they hold regular meetings and provide feedback to the SMT
- Conduct security assessments for new zones of intervention.
- Review and update zone specific security SOPs
- Reviewing and updating of the Concern Worldwide Security Management Plan.
Ensuring all new staff and visitors receive thorough security briefings
Your skills and experience will include:
- Relevant Master qualification (logistics, HR, or other relevant field).
- Five yearsโ experience in anoperations position with an international NGO, with two years at a senior level
- Fluent French and English (written and spoken).
- Management of diverse and multi-operational teams, including the ability to lead and motivate others
- Strong training and mentoring skills.
- Previous work in a similar context
- Management of a diverse team of senior staff
- Working with major international donors and grants compliance requirements.
- specialist knowledge and experience in one area of systems
- Excellent communication and interpersonal skills and an ability to motivate others
- Delegation, time management and prioritizing skills
- Computer literate and good knowledge of Word and Excel.
- Empathy with Concernโs mission, vision and goals, and our target group
- Proven experience in resource planning & budget management
- Experience in Tendering & contract management
We would also like:
- You to be flexible, reliable and proactive
- You to be culturally sensitive and empathic to others
- You to be able to work under pressure and to strict deadlines;
- You to have some sense of humour
- You to travel frequently to rural field locations and spend periods of time away from the capital in fairly basic conditions
- A โcan doโ attitude
Accountability
The Operations Director is accountable to the Country Director for his/her performance. The support provided in maintaining a programme information management and tracking system, along with feedback from the CMT regarding extent and quality support to the project team, as well as compliance with Concern Worldwide policies and procedures will be the main means of assessing performance.
Concern Code of Conduct and Associated Policies
- Ensure adherence to the Concern Code of Conduct and Associated Policies
- Ensure finance staff understanding and adhere to the Concern Code of Conduct and Associated Policies
- Ensure the Core Humanitarian Standards (CHS) are understood by programme staff
- Contribute to and ensure that the Haiti programme delivers on its accountability commitments.
- Promote an organization environment which is fair, open, protective and which fosters a learning culture.
Confidentiality
- Ensuring the non-disclosure of any information whatsoever acquired in the course of duty, relating to the practices and business of Concern Worldwide, to any other person or Organization without authority, except in normal execution of the above duties
- Ensuring strict guardianship and security of financial data and documents at all times, including secure storage, accurate & complete filing and limiting access to the finance office to authorised personnel only
- Ensuring strict adherence to Concern Niger Financial Procedures and Fraud Policy and remaining within the boundaries of these policies at all times