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.
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.
(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.
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: 1.
Develop a good understanding of the overall country programme 2. Deputise for
the CD when required 3. Represent GOAL and the country programme, where
relevant to external stakeholders 4. Agree with CD monthly and annual
objectives, and provide CD with a weekly report on progress 5. Actively
contribute to the Senior Management Team of the country programme and chair
meetings in absence of the CD 6. Perform other tasks, as required by the
Country Director 7. Line management and capacity building of GOAL’s national
logistics, HR, Administration and IT staff 8. Assist CD with security
management
Develop a good understanding of the overall country programme 2. Deputise for
the CD when required 3. Represent GOAL and the country programme, where
relevant to external stakeholders 4. Agree with CD monthly and annual
objectives, and provide CD with a weekly report on progress 5. Actively
contribute to the Senior Management Team of the country programme and chair
meetings in absence of the CD 6. Perform other tasks, as required by the
Country Director 7. Line management and capacity building of GOAL’s national
logistics, HR, Administration and IT staff 8. 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:
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:
- Provide leadership and guidance to the
Logistics and IT teams ,support them to deliver GOAL logistics
requirements and review training needs and monitor performance - 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. - Manage 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. - Liaise closely with the CD, FC and programme
team to ensure that adequate resources are budgeted for when planning new
programmes. - 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:
Director (Systems) will work closely with the Financial Controller to ensure
that the following tasks are carried out to the highest possible standard:
- Contribute to donor proposals and reports
consistent with guidelines and deadlines Contribute to annual budget and
quarterly rolling budgets for the Operations Department. - 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. - Ensure 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 - Review 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. - Ensure 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 - 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 - 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: 1. Minimum 3 years’ experience in a
similar position with focus on administration, HR, finance and logistics
2. 3+ years of previous overseas management experience essential, 3. Experience
in administration, and personnel management essential; finance background an
advantage 4. Education to master’s level in a related subject 5. Strong
interest in capacity building/mentoring of teams 6. An ability and willingness
to travel (approximately 50% of time over the contract period) 7. Good skills
in systems implementation and development 8. Strong experience liaising with
governmental / local authorities and other NGOs. 9. Excellent staff management
skills 10. Proven communication, interpersonal, negotiation and analytical
skills Demonstrated proficiency in the English language oral and written
Political awareness and cultural sensitivity
similar position with focus on administration, HR, finance and logistics
2. 3+ years of previous overseas management experience essential, 3. Experience
in administration, and personnel management essential; finance background an
advantage 4. Education to master’s level in a related subject 5. Strong
interest in capacity building/mentoring of teams 6. An ability and willingness
to travel (approximately 50% of time over the contract period) 7. Good skills
in systems implementation and development 8. Strong experience liaising with
governmental / local authorities and other NGOs. 9. Excellent staff management
skills 10. 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
position available. GOAL reserves the right to change this document
How to apply:
To apply please follow this link:
Closing date: 21 Dec 2012
