Head of Systems Job Opportunities – GOAL
GOAL is currently seeking to hire a competent person to join our Uganda team. This is an exciting opportunity for you to join an extremely dynamic International NGO and to use your skills. If you are familiar with working within the international development aid sector and have a strong background in the areas mentioned, then you are the one we are looking for!
Head of Systems
About the Role: As the Head of Systems, 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.
Key Duties and Responsibilities:
The key responsibilities of the role will be:
Logistics
- 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 logistical operations are aligned with GOAL Logistical Manual and with Donor requirements.
Procurement
- 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 SSEP and SOP procedures 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
- 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 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;
- 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 and IT 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;
- Liaise with Dublin on development of policies within head office and the field, sharing information in order 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 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
- Deputise for the CD when requested.
Qualifications, Skills and Experience:
- 10 years’ experience managing logistics, procurement, IT and administration with 5 years at a senior management level
- Master’s 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.
- Good skills in systems development and documentation e.g. experience of ISO systems
Safeguarding
- Children and vulnerable adults who come into contact with GOAL as a result of our activities must be safeguarded to the maximum possible 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.
Accountability within GOAL
- Alongside our safeguarding policy, GOAL is an equal opportunities employer and has a set of integrity policies. 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, 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.
About 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 programing); 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, Abim, 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.
Remuneration Package and Benefits: 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 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 4 reference contacts (3 from the last three employers, and 1 character reference), and daytime contact number to; The Human Resource Manager, GOAL Uganda: recruitment@ug.goal.ie indicating the title for the position applied for in the subject line by 23rd January 2020. PLEASE DO NOT ATTACH CERTIFICATES.
Deadline: 23rd January 2020