Systems Coordinator, Kalemie DRC

About the role: This is a 12 month, new role with unaccompanied terms based in Kalemie, Tanganyika province, DRC with a salary of Grade 4 (€41,603 - €46,226).

You will report to the Area Coordinator in Kalemie for day-to-day matters, and the Systems Director in Goma for technical issues. You will line manage the Tanganyika logistics and administration managers in Kalemie, the Base Managers in Nyunzu, Manono and Kabalo and work closely with the Programme Managers (PMs), National Logistics Coordinator, HR Manager, and Tanganyika Programme Accountant.

We would like you to start in March 1^st 2021.

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 Coordinator will be responsible for overall systems overseeing for Concern’s field operations in the Tanganyika Province and is expected to give field support when needed.

You will be responsible for:

Logistics, Finance and Administration for the Kalemie 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 Kalemie, ensuring all tasks are carried out in a timely manner and in line with Concern’s and donor procedures. Particularly, overseeing tendering procedures and framework contracts installation as well as transport documentation.
• Responsible for maintaining up to date list of visitors to Concern programming in Kalemie as well as ensuring all necessary travel and logistics planning is being followed up by the relevant departments.
• Fleet management; overseeing and maintaining the programme transport management system, including vehicle movement planning and scheduling maintenance/repairs etc.
• Managing Concern’s assets in Tanganyika 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 Kalemie through regular spot checking and ensuring they are operating in accordance with Concern procedures.
• Overseeing the maintenance and running of Concern premises in Kalemie (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 Coordinators in their finance/administration duties, ensuring regular cash counts and financial checks are conducted and advising over priorities for the field.

Logistics, Finance and Administration for the Tanganyika bases:

• Give extensive support to field bases in strengthening communication lines, monitoring movements, prioritising payments and the good function of field bases.
• Coordinate procurement, in collaboration with Area Logistics Manager to ensure timely provision of goods and services to the field.
• Regularly update Procurement Plans in collaboration with Programme Managers and Logistics Coordinator.
• Coordinate field payments, to ensure most of the suppliers are paid in time
• Ensure good distribution and functioning of vehicles and motorbikes, allowing programmes to implement their activities smoothly.
• Be the Focal Point for the harmonisation of administrative answers to authorities

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.
• 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.
• Anticipate recruitments, in collaboration with programmes.
• Participate in ad hoc disciplinary committees
• In collaboration with HR Manager, identify training opportunities and ensure the organisation of effective trainings

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 Kalemie, 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 the Security Focal Point for Tanganyika, coordinating with SMT in case of problem.
• Ensure all staff and visitors are briefed on the SMP and SOPs and are fully aware of their duties and responsibilities related to security.
• Represent Concern with local authorities and/or the UN OCHA Security meetings, INSO meetings and other members of the humanitarian community in Kalemie.
• 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 work plans 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.

Specific CRM (Complaints Response Mechanism) responsibilities:

• Facilitate and coordinate the logistics of the management and extension of the Kalemie 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.

Other Duties:

• 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 Kalemie 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
• Ensure all staff and visitors are briefed on Covid 19 Health Management Plan and are fully aware of their duties and responsibilities related to security and staff welfare.
• Ensure that all necessary measures under the HMP (temperature checks, hand washing) are being followed in the Kalemie base
• Cover for positions in the field as required

Your skills and experience will include:

Essential:

• Primary degree in logistics, supply chain management, management or other relevant degree
• 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
• Proven ability in report writing
• Experience of HR policies and practices and supervising HR staff.
• Excellent communication skills in French, both written and verbal
• Strong communication, problem solving and analytical skills. Able to prioritize and handle a diverse and heavy workload.
• Proven analytical, planning and time management skills
• Good team player, flexible and capable of working with a multinational country team
• Politically and culturally sensitive
• Passion and self-investment for the quality of work, will to go the extra mile
• Ability and willingness to live in basic conditions for long periods of time
• Excellent computer skills, including Microsoft Word, PowerPoint and Excel.

Desirable:

• MSc or A degree in development studies or relevant field
• 2 years’ experience in management role
• Outgoing personality with excellent training skills
• Ability to work under pressure to meet tight deadlines
• Experience of working/living in an insecure environment
• Experience or knowledge of international standards such as SPHERE and Core Humanitarian Standards
• Mechanical/strong fleet management skills
• Kiswahili or English would be an advantage

To apply:

Les candidatures en français sont les bienvenues

All applications should be submitted through our website at https://jobs.concern.net by closing date. CV’s should be no more than 4 pages in length.

Due to the urgency of this position, applications will be short listed on a regular basis and we may offer posts before the closing date.

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.