Concern Worldwide recherche un directeur adjoint des systèmes, Soudan du Sud

About the Role :

This is a new 1 year unaccompanied position based in Juba, with frequent travel and significant time (60%) spent in other operational/office locations (currently Unity, Central Equatoria and Northern Bahr el Ghazal). The Salary Grade of this position is Grade 4 of €44,133 to €49,038 per year.

Reporting to Concern South Sudan’s Systems Director, you will line manage the Human Resources and Admin Manager and liaise closely with other Systems teams and Security Focal persons/groups.

You will collaboratively work closely with Country Management Team i.e.: Country Director, Programme Director, Area Coordinators, Country Financial Controller, Programme Quality Coordinator to support in the development, trainings and implementation of strategic HR policies and best practices including Security Management plans, structures and management.

Proposed start date : A soon as possible.

 

Purpose :

You will report to and work closely with the Systems Director to ensure effective management and implementation of high quality support Systems structures across the entire country. In line with the Country Strategic Plan (CSP) you will support as well effective and efficient delivery of Concern’s programmes by supporting SD in the support systems required whilst ensuring Concern Worldwide and donor policies and standards are maintained.

 

Responsibilities include :

Security Management :

• Support the Systems Director in conducting regular audits and inspections to assess, identify and mitigate any security gaps and or vulnerabilities ;
• Under delegation, lead and direct investigations and other event responses ;
• Keep the Security Plan for the country and field offices up to date, including the list of staff in all locations SOPs, evacuation, contingency plans etc. for easy security of Concern staff and Assets ;
• Participate in updating fire safety, building evacuation plans, relocating / evacuating staff to a safe place and ensuring proper implementation of these plans and arrangements ;
• Keep in touch with the security services and local administrations; facilitate and coordinate contact with other security players and local administrations ;
• Overseeing Safety Audit by government Authorities ;
• Facilitate relevant safety trainings and communication on security policies and topics for staff to ensure they are adequately informed and equipped to manage potential security risks ;
• Serves as the Security Focal point in country with CD and SD ;
• Supervises safety and security of offices, ensuring that all appropriate precautions are in place and alerting the SD to any potential problems in safety and security systems and providers (personnel, physical systems, or other) or their performance ;
• Liaise with Security Focal Points from each field office as well as Juba Security Focal Person to analyse SIRT and protocols as in place and updated ;
• Supporting Security Focal Groups in each location and ensure they are familiar with SMP, security analysis tools in order to have knowledge and information to operate successfully ;
• Ensures the premises are safe, clean, and in good working order always, coordinating with the SD if maintenance or repairs are necessary ;
• Ensure staff Health and safety guidelines are in place and implemented in all our office locations. 

Human Resources :

Compliance and Record Keeping :

• Lead in developing a HR strategy, aligned with the country strategic plan, that places staff development and welfare at the core of our employee engagement ;
• Oversee the management of national staff Employment Contracts, by tracking the start and end dates and making sure that line managers are reminded on contracts end dates on timely manner Ensures all organizational and country-specific HR policies and practices are promptly reviewed and aligned with local labour laws and reflect best practices. Keep CD and SD informed of new developments that may impact operations ;
• Coordinate and ensure adherence to Concern safeguarding policies including Code of Conduct and its associated policies and strengthen accountability across the programme areas ;
• Monitor any changes to Government legislation affecting national staff, and ensure dissemination of such information to senior management ;
• Responsible for ensuring that all HR policies and procedures are compliant with South Sudan labour law and aligned to HR best practices ;
• Maintain an up to date Organizational Structure for South Sudan Programmes ;
• Oversee management of contract expiry dates and ensure Line Managers provide prompt direction and action taken appropriately ;
• Ensure that all contract terminations are appropriately documented, exit interviews/debriefs done and all monies owed are paid to the exiting staff member ;
• Review the HR database and files on a regular basis to ensure that they are maintained to an acceptable standard, kept up to date and that any issues identified are addressed ;
• Assists managers in developing position descriptions for current and/or new staff, and aligning the Jobs with right grading structures ;
• Bridges employees and management relations by addressing demands and or issues, escalating to CD and SD as needed ;
• Coordinates on boarding and orientation of new employees in South Sudan ;
• Maintains thorough and accurate electronic and hard file staff records, including HRMIS system, Citrix, internal IT systems such as SharePoint and Teams to manage HR in satellite offices ;
• Lead in the development/review of the HR Strategy.

Recruitment/Selection/Placement :

• Oversee the recruitment and selection process for national positions, including drafting job descriptions, coordinating job postings and descriptions, interviewing candidates, checking references, preparing new hire files and agreements, and obtaining relevant approvals ;
• Develop and implement strategies to deliver on key organizational objectives such as having better diversity, equality, inclusion, a value based organizational culture and as per guidelines and polices proposed by Regional HR advisor ;
• Advise management on emerging trends in HR policy and practice and how these could be adapted to the South Sudan context ;
• Review all job descriptions to ensure that they are appropriate for the grade and consistent across similar roles by sector and location ;
• Ensure that a transparent, timely, effective and efficient recruitment process is in place, that attracts, recruits and retains people who are the right fit for the organisation ;
• Set up and manage a career management system (talent management).

Payroll, Rewards & Benefits Administration :

• Ensures all employee benefits are accurately managed, and calculation/ payment of terminal benefits are made in time ;
• Lead in salary surveys and analysing data to inform reviews of salaries and benefits packages when due ;
• Oversee preparation of National staff payroll processing within the prescribed timings, accurately capturing monthly payroll reports on HRMIS, including timely processing of all statutory payments ;
• Oversee the management of effective and efficient Life and Health insurance policies for national staff and their dependents as per national staff Handbook under Systems Director supervision ;
• Monitor and ensure uniform and structured remuneration systems across field offices.

Learning, Training & Development :

• Oversee the coordination and implementation of annual performance development reviews processes ;
• Create and implement learning and development programmes and initiatives that support staff, managers and management in objective goal setting and institutionalize constructive feedback mechanisms ;
• Support management in conducting effective performance development reviews, in developing improvement plans for career and professional growth and development ;
• Leads Professional Development of staff by identifying needs highlighted in annual performance evaluations, selecting appropriate training courses, and tracking use of budgets ;
• Support the HR Manager to develop an annual training and development plan, its implementation and, with management, prioritize needs ;
• Evaluate and report on learning and development programs and their effectiveness and submit proposals for their improvement, as necessary ;
• Guide & train Managers on their roles in the end-to-end performance management processes and provide appropriate support to employees and managers in addressing unsatisfactory performance ;
• Proactively respond to and manage performance, employee grievances and disciplinary issues as required, with a focus on building manager competency and ensuring that documentation is kept ;
• Oversee the coordination and implementation of annual performance development reviews processes.

Staff Relations :

• Provide support to managers on employee relations and performance management, ensuring that all matters are dealt with in a fair and consistent manner. This may include grievance/conflict handling, conducting investigations, overseeing disciplinary procedures ;
• Develop coordinated and consistent approaches that strengthen staff representation mechanisms for staff engagement ;
• Advise on appropriate response to possible or existing legal issues and coordinate actions with our legal advisors ;
• Advice/Guide Management at all levels to ensure healthy work/home balance, staff well-being, security and appropriate arrangement for stress management ;
• Ensure all staff are aware of relevant policies and procedures and implications of not adhering to them ;
• Investigate employee relations issues &work to ensure human resources related decisions are consistent and fair ;
• Promote team building and internal relations strengthening ;
• Provide a proactive advisory service on day to day HR issues and practices to both staff and management. This includes providing remote support to field based managers and staff.

Administration :

• Assists the SD in making sure that all running contracts and agreements for service are tracked, actioned way before expiry, SRs are done in good time, invoices processed and filed appropriately ;
• Maintains organized and easily accessible files for all contracts, whether related to personnel, clients, facilities, or other ;
• Oversee Concern South Sudan archiving systems, and files managed in line with archiving protocols ;
• Oversee process and tracking of expatriates’ and visitors visas, permits and passes.

Logistics support :

• Support as may be requested by SD/CD in overseeing and rolling out capacity building trainings and materials to all staff on Warehousing, Procurement, Fleet, Fixed Assets, Donations in Kind Management in line with gaps identified during audits ;
• Promotes accountability by enforcing adherence to Concern Logistics, procurement, Fleet and warehousing policies and procedures ;
• Support in undertaking prompt and robust internal investigations to final conclusion ;
• Strong diplomacy, staff supervision skill. Support in developing accurate transport, administration and international staff budgets as part of Concern’s South Sudan annual budget processes ;
• Support in ensuring an accountability system and linkage exist between Logistics/warehousing and Programs mini/satellite stores and beneficiaries’ distribution listing in line with accountability trail expected by donors in the whole internal supply chain.

 

Accountability :

In line with Concern’s commitments under the Core Humanitarian Standard (CHS) :  

• actively promote meaningful community participation and consultation at all stages of the project cycle (planning, implementation, M&E) ;
• work with relevant colleagues  to ensure that the Complaints and Response Mechanism (CRM) is functional and accessible, that feedback and complaints are welcomed and addressed ;
• work with relevant colleagues  to ensure that information about CRM, safeguarding and expected staff behaviour is disseminated among programme participants and communities.

 

Required Skills and Experience :

Essential :

• Degree and post a Graduate Degree in Human Resources Management, Business Administration, Commerce, Organisation Development or relevant field ;
• At least five (5) years’ experience in a similar role managing an HR department or operations for an international company or organization. International NGO experience is an added advantage ;
• Prior experience in leading or managing security systems in insecure or volatile contexts ;
• Excellent people management, analytical, problem solving, negotiation, interpersonal and communication skills ;
• Written and spoken proficiency in English ;
• Experience with performance management for staff, including evaluations, goal-setting, and creation of professional development plans ;
• Highly proficient use of Office 365 and familiarity with other commonly used Microsoft applications and software ;
• Excellent organizations skills (e.g., time management, team management, and resources management) ;
• Superior commitment to ethical leadership, confidentiality, and professionalism Preferred ;
• Experience managing a team of both locals and expatriates, including obtaining work permits, patents, and other legal requirements ;
• Demonstrated excellence in negotiating contracts for products and services, and otherwise managing a high-quality and professional office space.

Desirable :

• Working with major international donors and grants compliance requirements ;
• Flexibility, adaptability, sense of humour, and patience ;
• Experience in South Sudan or comparable contexts with passion on security management ;
• Familiarity with Concern Worldwide strategies, programmatic approaches and organisational culture is a distinct advantage ;
• 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 ;
• 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.

 

Application submission :

All applications to be submitted through the Concern website at https://jobs.concern.net by the closing date. CVs should not exceed 4 pages. Applications will be reviewed on a rolling basis and the position may be confirmed before the closing date, if a strong candidate is identified.

Concern Worldwide is an Irish-based non-governmental, international, humanitarian organisation dedicated to the reduction of suffering and working towards the ultimate elimination of extreme poverty in the world’s poorest countries.