GOAL has
been working in Malawi since 2002. The current GOAL programme focuses on four
main sectors: HIV, Water, Sanitation and Hygiene (WASH), livelihoods/food
security and disaster management in Nsanje and Balaka districts. GOAL has
established programme offices in Nsanje and Balak;, a liaison office in the
capital Lilongwe, which also houses the Country Director; and a logistics
support office in Blantyre. GOAL Malawi remains a programme in expansion, and
plans to start implementing programmes in Blantyre and Chikwawa districts. The
Malawi country programme receives funding from Irish Aid (IAPF), ECHO, DipECHO,
GOAL, DFID and WFP.
been working in Malawi since 2002. The current GOAL programme focuses on four
main sectors: HIV, Water, Sanitation and Hygiene (WASH), livelihoods/food
security and disaster management in Nsanje and Balaka districts. GOAL has
established programme offices in Nsanje and Balak;, a liaison office in the
capital Lilongwe, which also houses the Country Director; and a logistics
support office in Blantyre. GOAL Malawi remains a programme in expansion, and
plans to start implementing programmes in Blantyre and Chikwawa districts. The
Malawi country programme receives funding from Irish Aid (IAPF), ECHO, DipECHO,
GOAL, DFID and WFP.
Job purpose:
The
Assistant Country Director (Systems) is a key member of GOAL Malawi’s senior
management team and will contribute to the overall strategic direction and
implementation of the programme. The Assistant Country Director (Systems) will
manage the Logistics, Human Resources, IT, and Administration Departments, as
well as the Field Logistics Officers to ensure support systems meet the demands
that the growing organisation places upon them. Significant focus will lie on
developing the capacity of the above mentioned departments, with a particular
emphasis on monitoring and evaluation as well as auditing.
Assistant Country Director (Systems) is a key member of GOAL Malawi’s senior
management team and will contribute to the overall strategic direction and
implementation of the programme. The Assistant Country Director (Systems) will
manage the Logistics, Human Resources, IT, and Administration Departments, as
well as the Field Logistics Officers to ensure support systems meet the demands
that the growing organisation places upon them. Significant focus will lie on
developing the capacity of the above mentioned departments, with a particular
emphasis on monitoring and evaluation as well as auditing.
Overall
objectives of the position: Train, mentor, support and monitor key staff to
ensure effective running of the Logistics, Human Resource and IT departments of
the GOAL Malawi Programme. Work with the financial controller, contributing to
donor proposals and reports, budget development, and review and monitoring of
expenditure. Review and oversee donor compliance.
objectives of the position: Train, mentor, support and monitor key staff to
ensure effective running of the Logistics, Human Resource and IT departments of
the GOAL Malawi Programme. Work with the financial controller, contributing to
donor proposals and reports, budget development, and review and monitoring of
expenditure. Review and oversee donor compliance.
KEY TASKS & RESPONSIBILITIES:
General:
- Develop a good understanding
of the overall country programme - Deputise for the CD when
required - Represent GOAL and the
country programme, where relevant to external stakeholders - Agree with CD monthly and
annual objectives, and provide CD with a weekly report on progress - Actively contribute to the
Senior Management Team of the country programme and chair meetings in
absence of the CD - Perform other tasks, as
required by the Country Director - Line management and capacity
building of GOAL’s national logistics, HR, Administration and IT staff - Assist CD with security
management
Logistics Management Systems:
The
Assistant Country Director (Systems) will line manage and work closely with the
Logistics and IT Department Managers to ensure that the following are delivered
to the highest possible standard: 1.Provide leadership and guidance to the
Logistics and IT teams ,support them to deliver GOAL logistics requirements and
review training needs and monitor performance
Assistant Country Director (Systems) will line manage and work closely with the
Logistics and IT Department Managers to ensure that the following are delivered
to the highest possible standard: 1.Provide leadership and guidance to the
Logistics and IT teams ,support them to deliver GOAL logistics requirements and
review training needs and monitor performance
1.Ensure
that the Logistics Manual procurement guidelines and compliance requirements
are strictly adhered to and authorise high value contracts. Advise the
logistics teams on procurement queries for existing and new programmes.
that the Logistics Manual procurement guidelines and compliance requirements
are strictly adhered to and authorise high value contracts. Advise the
logistics teams on procurement queries for existing and new programmes.
2.Manage
the review of assets, value, depreciation and analysis of usage. Monitor
security of assets and required insurance policies
the review of assets, value, depreciation and analysis of usage. Monitor
security of assets and required insurance policies
- Review reporting
requirements and contribute to timely and high quality reporting, Review
any issues highlighted in the reports with the logistics team and ensure
the implementation of recommended improvements. - Regularly review current
practice and adherence to processes and procedures and, develop and
implement improvements as required - Support the logistic teams
in all aspects of fleet management, transport, training, administrative
reporting requirements, spare parts and fuel utilisation - Enforce the IT Policy
implementation and ensure, system maintenance, standards and security od
data.
3.Liaise
closely with the CD, FC and programme team to ensure that adequate resources
are budgeted for when planning new programmes. 1.Liaise with the GOAL Head
Office Logistics Department as appropriate on programmatic issues and to review
logistics and procurement systems and standards
closely with the CD, FC and programme team to ensure that adequate resources
are budgeted for when planning new programmes. 1.Liaise with the GOAL Head
Office Logistics Department as appropriate on programmatic issues and to review
logistics and procurement systems and standards
Financial Management:
The
Assistant Country Director (Systems) will work closely with the Financial
Controller to ensure that the following tasks are carried out to the highest
possible standard: 1.Contribute to donor proposals and reports consistent with
guidelines and deadlines Contribute to annual budget and quarterly rolling
budgets for the Operations Department.
Assistant Country Director (Systems) will work closely with the Financial
Controller to ensure that the following tasks are carried out to the highest
possible standard: 1.Contribute to donor proposals and reports consistent with
guidelines and deadlines Contribute to annual budget and quarterly rolling
budgets for the Operations Department.
1.Monitor
and control operations expenditure to ensure that it stays within available
funding and agreed budgets using budget monitoring tools and highlight, as
appropriate, under/overspends and agree actions required.
and control operations expenditure to ensure that it stays within available
funding and agreed budgets using budget monitoring tools and highlight, as
appropriate, under/overspends and agree actions required.
2.Ensure
that budgets are allocated accordingly to Head Office and relevant Project
Managers, with separate identifiable coding
that budgets are allocated accordingly to Head Office and relevant Project
Managers, with separate identifiable coding
- Maintain and improve
appropriate systems of internal control, particularly with respect to
Field Office sites, and make use of IT where possible to improve financial
systems. - Produce relevant, useful and
timely information on operations functions to the Country Director
3.Review
all contracts with third parties
all contracts with third parties
- Ensure compliance with the
policies, rules, regulations of GOAL; relevant Malawi Law; and respective
donors - Ensure that GOAL Ireland’s
and GOAL Malawi’s financial, logistics and HR procedures and policies are
adhered to at all times.
4.Ensure
appropriate controls over the authorisation charts are always current and
followed by employees
appropriate controls over the authorisation charts are always current and
followed by employees
- Ensure confidentiality of
all GOAL Malawi data at all times, especially that no information is
reported externally without sign off by the FC and/or Country Director
Human Resource Management and Administration:
The
Assistant Country Director (Systems) will line manage and work closely with the
Human Resource Manager and ensure that work areas mentioned below are carried
out to the highest possible standard and that the HR manual is adhered to:
Assistant Country Director (Systems) will line manage and work closely with the
Human Resource Manager and ensure that work areas mentioned below are carried
out to the highest possible standard and that the HR manual is adhered to:
- Provide leadership, guidance
and support to the Human Resources (HR) and Administration Departments;
review training needs and monitor performance 1.Review and analyse
organisational structures and present to the Senior Management Team or the
Country Director as appropriate - Review the human resource
plan, actual vs. requirement balance, as well as the human resource
planning process - Review the disciplinary and
grievance procedures in accordance with the GOAL Malawi admin/personnel
manual and the Labour Law of Malawi, provide advice and guidance to the HR
Manager as needed 4.Review the system to ensure timely recruitment
management of appropriate new staff for GOAL Malawi - Oversee systems to ensure
that employment contracts are issued/renewed/terminated as required - Review implementation of
GOAL’s performance appraisal systems; identify areas of improvement and
introduce changes as appropriate in order to have a more informative and
objective result - Ensure strict adherence to
all GOAL Malawi HR procedures and rules, in compliance with Malawi Labour
Law - Provide guidance to HR Manager
on continual updating of the Personnel Manual to reflect changes in GOAL
policies and the Malawi Labour Law - Support line managers to
implement training and development plans for all GOAL Malawi staff. Devise
ways of identifying training needs and ensuring the applicability of same
on the job. Advise Managers accordingly, provide support to HR Manager in
identifying training and development programmes to be prioritised - Support the HR Manager in
reviewing staff legal cases; review reports produced by HR Manager on
cases followed up by the Legal Officer - Ensure HR files are up to
date with proper contract, job description, appraisals, timesheets, and
record of any disciplinary issues - Ensure HR manual is reviewed
annually and adhered to at all time
Requirements:
- Minimum 3 years’ experience
in a similar position with focus on administration, HR, finance and
logistics - 3+ years of previous
overseas management experience essential, - Experience in
administration, and personnel management essential; finance background an
advantage - Education to master’s level
in a related subject - Strong interest in capacity
building/mentoring of teams - An ability and willingness
to travel (approximately 50% of time over the contract period) - Good skills in systems
implementation and development - Strong experience liaising
with governmental / local authorities and other NGOs. - Excellent staff management
skills - Proven communication,
interpersonal, negotiation and analytical skills Demonstrated proficiency
in the English language oral and written Political awareness and cultural
sensitivity
This Job
Description only serves as a guide for the position available. GOAL reserves
the right to change this document
Description only serves as a guide for the position available. GOAL reserves
the right to change this document
How to
apply:
apply:
To apply
please follow this link:
please follow this link:
Closing
Date: Monday, 11 February 2013
Date: Monday, 11 February 2013
