Assistant Country Director - Systems

GOAL has been working in Ethiopia since the early 1980s delivering a range of Programmes focusing on humanitarian emergencies and long term development responses mainly in the areas of nutrition, WASH, child protection, livelihoods, and health.

Since 2005 GOAL Ethiopia has implemented a complex multi-sectoral Humanitarian Response Programme (HRP) that aims to respond in a timely and efficient manner to sudden onset crises country-wide, with a major focus on nutrition. GOAL also runs a rural development programme focusing on livelihoods, food security, health, nutrition, and WASH which incorporates behaviour change as a key element. GOAL Ethiopia also provides comprehensive nutrition services for South Sudanese refugees in two camps in Gambella and two camps in Afar. In addition GOAL manages the comprehensive water supply and sanitation in Berhale refugee camp.

In 2016, in response to the El Niño-induced drought, GOAL Ethiopia expanded its operational presence from 25 to 69 Woredas and was operational in 6 Regions. GOAL Ethiopia’s current major donor partnerships include USAID/OFDA, UNOCHA, ECHO, EU, BPRM, and Irish Aid. We also receive additional funding from trusts and foundations, and through partnership with other NGOs.

General Description of the Role

The Assistant Country Director - Systems (ACD-S) is a key member of GOAL Ethiopia’s senior management team and will contribute to the overall strategic direction and implementation of the programme. The role oversees all support functions ensures high quality coordination internally and with relevant line ministries, UN agencies, NGOs, partners and other relevant stakeholders.

The ACD-S will directly manage the Head of Finance, Human Resources Manager, Logistics Coordinator and Senior Procurement Manager to ensure all the support systems meet the demands of the organisation. 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. The ACD-S will also be expected to contribute to the overall development and running of the country programme, with particular emphasis on managing and building the capacity of key national staff.

Key Duties

Financial Control Systems

The ACD-S will work closely with the Head of Finance to ensure that the following tasks are carried out to the highest possible standard:

• Oversee the timely and accurate submission of monthly reports to GOAL HQ comprising of Management Accounts, Donor Status Report, and other reports as required
• Ensure the timely and accurate submission of donor reports, government reports and other reports to GOAL HQ and/or the relevant authorities
• Support the FC with the preparation of budgets for donor proposals, the preparation and finalisation of annual budget and quarterly rolling budgets, and the preparation of the year-end financial statements
• Ensure that budgets are allocated accordingly to Head Office and relevant Project Managers, with separate identifiable coding
• In conjunction with the FC, monitor and control expenditure to ensure it stays within available funding and agreed budgets using budget monitoring tools. Highlight, as appropriate, under/overspends and agree actions required
• 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
• Ensure that GOAL HQ and GOAL Ethiopia’s financial procedures and policies are adhered to at all times
• Ensure appropriate controls over cash management and that the authorisation chart is always current and followed by employees
• Ensure confidentiality of all GOAL Ethiopia financial data at all times, ensuring that no information is reported externally without sign off by the FC and/or Country Director
• Ensure that donor compliance is ‘mainstreamed’ throughout GOAL Ethiopia’s systems.
• At all times to ensure good communication links with GOAL HQ
• Risk Management. In conjunction with the Country Director, draft the quarterly Risk Register for review by the SMT before submission to the Risk Committee in Dublin
• Responsible for ensuring all support function and Internal Audit observations and recommendations are addressed

Human Resource Management Systems

The ACD-S will work closely with the Human Resource Manager and ensure that work areas mentioned below are carried out to the highest possible standard:

• Provide leadership, guidance and support to the HR and Administration Departments
• Review and analyse organisational structures and present to the Senior Management Team or the Country Director as appropriate
• Undertake periodic reviews of GOAL Ethiopia HR procedures, structures and systems to ensure strict adherence to Ethiopian Labour Law and the GOAL Ethiopia admin/personnel manual
• Work with the HR Manager to ensure that recommendations from the above review are implemented throughout the organisation
• Assist the Senior Management Team and the HR Manager to develop staff capacity and retention throughout the organisation
• Oversee the review of the human resource plan, actual vs. requirement balance, as well as human resource planning process and to ensure that employment contracts are issued/renewed/terminated as required
• Support Project Managers to implement training and development plans for all GOAL Ethiopia staff. Devise ways of identifying training needs, provide support to the 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
• Support the SMT with the mainstreaming of cross-cutting issues such as Gender, Child Protection and Environment
• Ensure GOAL Ethiopia HR standards meet all donor compliance requirements
• Ensure salary scales are regularly reviewed and remain competitive

Logistics, Security and IT Management Systems

The ACD-S will work closely with the Logistics Coordinator to ensure that work areas mentioned below are carried out to the highest possible standard:

• Provide leadership and guidance to the Logistics and IT teams. Support them to deliver GOAL logistics requirements. Support a close working relationship between the programmes and logistics departments
• Oversee the application of GOAL’s Logistics Manual to ensure full compliance to donor rules and regulations
• Coordination of all logistical operations at the various field and support sites: including supply chain, stock management, asset management, fixed asset register, air transport and fleet management
• Ensure that the Logistics Coordinator manages timely negotiation of property contracts and ensure that property is well maintained and secure
• Plan for improving cost-effectiveness by saving time or money through use of: framework contracts, improved coordination of programme activities, purchasing and transport
• Regularly review current practice and adherence to processes and procedures and, develop and implement improvements as required
• Ensure optimal management of information within GOAL Ethiopia and ensure that GOAL Ethiopia’s IT and office equipment standards policy is adhered to. Enforce the IT Policy implementation and ensure, system maintenance, standards and security of data
• Review Logistics Coordinator’s proposals on policy implementation in relation to code of conduct, ethics, fraud prevention
• Advise and support the Logistics Coordinator in improving and standardising the transport system, devise systems to ensure efficiency. Support the logistic teams in all aspects of fleet management, transport, training, administrative reporting requirements, spare parts and fuel utilization
• Oversee the Safety & Security System; professional approaches and systems as necessary. Devise and ensure adherence of security systems, work along with and support the Logistics department in this respect
• Liaise closely with GOAL HQ Logistics team and roving logistics support staff on programme developments and requirements
• As required update and review logistics systems and standards

Procurement Management Systems

The ACD-S will work closely with the Senior Procurement Manager to ensure that work areas mentioned below are carried out to the highest possible standard:

• Ensure that the Logistics Manual procurement guidelines and compliance requirements are strictly adhered to. Authorise high value contracts. Advise the logistics teams on procurement queries for existing and new programmes
• Ensure systematic documentation of GOAL Ethiopia’s distribution mechanisms all the way from procurement to the beneficiary
• Review Senior Procurement’s proposals on policy implementation in relation to procurement and government procurement compliance
• As required update and review procurement systems and standards

Requirements

• 5 to 8 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, personnel management and audit essential.
• Budgetary control and financial management skills
• Education to master’s level in a related subject
• Strong interest in capacity building/mentoring of teams
• An ability and willingness to travel to field locations on short term visits as required.
• 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

GOAL has a Staff Code of Conduct and a Child Protection Policy, which have been developed to ensure the maximum protection of programme participants and children from exploitation. GOAL also has a confidentiality policy ensuring the non-disclosure of any information whatsoever relating to the practices and business of GOAL, acquired in the course of duty, to any other person or organisation without authority, except in the normal execution of duty. Any candidate offered a job with GOAL will be expected to adhere to these policies any job offer made is also subject to police clearance. GOAL is an equal opportunities employer.

This Job Description only serves as a guide for the position available. GOAL reserves the right to change this document. Any published closing dates are estimated. Due to the nature of GOAL’s work we aim to fill vacancies as quickly as possible. This means that we will close adverts as soon as we have found the right candidate and this may be before the published closing date. We would therefore advise interested applicants to submit an application as early as possible.

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