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;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;; Job Description – GOAL

Assistant Country Director Systems in Sudan

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Job Title:;;;;;;;;;;;;;;;;;;;;;;;;

Assistant Director Systems

Country and Location

Khartoum, Sudan

Contract Duration:;;;;;;;;;;;;;;;;;;;;;;;

12 months

Reports to:

Country Director

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General Description of the Programme/GOAL

Established in 1977, GOAL is an international humanitarian agency, with a team of 2,400 personnel, dedicated to alleviating the needs of the most vulnerable communities. Currently operating in 13 of the world’s most vulnerable countries, GOAL delivers a wide range of humanitarian and development programmes, ranging from humanitarian relief in disaster situations, to focusing on nutrition, food security, and building greater resilience and sustainable livelihoods.

GOAL has an annual budget of an estimated €100 million and is supported by a range of donors including the Governments of Ireland, UK, USA, the European Union, individuals, trusts and foundations. GOAL values the power of partnership and works with local and international partners to achieve its mission.

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GOAL has been working in Sudan since 1985. GOAL is currently working directly in North Darfur, implementing through partners in Kassala, and new programming planned in South Kordofan. The current GOAL programmes focus on four main sectors:; Primary Health Care, Nutrition, Water Sanitation and Hygiene (WASH) and women’s education (REFLECT).

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Job Purpose

The ACDS provides strong leadership as a member of senior management, promotes good stewardship and provides direction to the Systems function, as well as enhancing cross functional communication thus ensuring that systems support effective programming. The ACDS will work closely with the Country Director and Assistant Country Director – Programmes (ACDP) in strategic planning to ensure that the support structure adequately supports the programme.

The Systems department comprises Logistics, Facilities management, HR, Administration, IT and Security

Duties and responsibilities

  • Provide support and leadership for GOAL Sudan internal support systems.
  • Enhancing cross functional communication thus ensuring that systems support effective programme development and implementation.
  • Manage Logistics, HR, Administration (incl. facilities and security) and IT to facilitate support for current and future programmes in line with GOAL policies and good practice.
  • Actively participate in the Senior Management team, contributing to the ongoing development of the country programme here-under the country strategic plan in particular as the program evolves into the recovery phase.
  • Along with other Senior Management, actively manage the Country’s risk profile by ensuring that policies and procedures are in place, participating in the management of the country Risk Register and addressing internal audit and compliance issues.
  • Assist the CD in the management of the Security Plan and monitor staff's understanding and implementation of the plan at every level.
  • Direct line management of the IT Manager, Logistics Coordinator and HR Coordinator. Guide and coach coordinators/managers to ensure that HR, Finance, Logistics, Administration and IT policies are appropriate for the organization and applicable to the changing strategic direction and programmes in GOAL Sudan.
  • Support the SMT with the mainstreaming of cross-cutting issues such as Gender, Child Protection and Environment, and actively promote a supportive working environment for staff.
  • Set a strong example for adherence and improvement of GOAL Sudan’s accountability, safe guarding and protection initiatives, both internally and for the people reached by the programme.
  • Carry out regular management visits and provide field visit reports to the SMT for all field locations. • Represent GOAL and the country programme where relevant to external stakeholders.
  • Undertake any additional duties as mutually agreed with the Country Director.

Logistics

  • Direct management of the Logistics/Admin Coordinator.
  • Supervision of all logistical operations at the various field and support sites: including procurement, supply chain, asset management, fixed asset register and fleet management.
  • Improving cost-effectiveness by saving time or money through use of: framework contracts, improved coordination of programme activities, purchasing and transport.
  • Ensure strong and timely coordination between the Logistic teams in Khartoum and in the field sites. • Ensure compliance of logistical operation with GOAL Logistical Manual and with Donor requirements.
  • Ensure internal logistics reports are submitted by the field to Khartoum on time and that they are reviewed and analysed and appropriate action taken.
  • Ensuring logistics reports are submitted to Dublin on time.
  • Ensure that the Logistics Coordinator manages timely negotiation of property contracts and ensure that property is well maintained and secure.
  • Ensure that the GOAL transport fleet serves the needs of the programme.
  • Liaise with HO in Dublin on systems, logs issues, etc. as appropriate.

Procurement

  • Direct management of the Procurement Manager.
  • Ensure that well-coordinated procurement plan is in place;
  • Ensure that the procurement plan is executed in a timely manner within agreed upon lead time;
  • Improving cost-effectiveness by saving time or money through use of: framework contracts, improved coordination of programme activities, purchasing and transport.
  • Ensuring procurement reports are shared in country as well as submitted to Dublin on time.

Security

  • Support the Country Director and the Field Coordinators/Managers in the management of Security.
  • Implement GOAL’s Security Guidelines and Procedures and ensure that staff are familiar with these guidelines and procedures.
  • With the SMT, periodically review the specific security guidelines.
  • Ensure all office and accommodation meet basic security standards, including fire prevention, lockdown and evacuation procedures.
  • Ensure that security briefings to all staff/visitors arriving into the site for the first time are appropriate and carried out.
  • Monitor the security situation and provide regular information to the CD of any incidents, changes or adverse conditions affecting staff safety or project operations in the region.

Human Resource Management and Administration

  • Provide guidance and direction to the National Human Resources Coordinator.
  • Provide leadership for Human Resources management and promote an organization environment which is fair, open, protective and which fosters a learning culture.
  • Ensure that HR planning, including succession planning, is developed in coordination with annual programme planning.
  • Support management to implement an effective annual performance review and development process.
  • Ensure periodic reviews of salary scales and the National HR Manual, compliant with local regulations.
  • Liaise with HO in Dublin on systems, HR issues etc as appropriate.
  • Support Project Managers to implement training and development plans for all GOAL Sudan staff. Devise ways of identifying training needs and ensuring the applicability of same on the job. Advise Project Managers accordingly, provide support to the HR Manager in identifying training and development programmes to be prioritised.
  • Support the HR Coordinator in reviewing staff legal cases; review reports produced by HR on cases followed up by the Legal Representative.
  • Ensure efficient and effective administration systems in line with GOAL policy.
  • Ensure that visitors and new staff are provided with welcome packs, schedules and in-country briefings including ensuring the quality of systems induction to new staff members.

IT

  • Ensure that the IT planning reflects programme priorities, and the development of an IT strategy to ensure that IT is sufficient for future programme requirements (e.g. DDG, DHIS, automated Supply chain, share point etc.).
  • Provide support and oversight for IT related issues including stable finance and network server and adherence to IT guidelines.
  • Liaise with Dublin IT support in relation to IT maintenance and IT equipment management and formatting.
  • Ensure that regular back-ups and virus checks are carried out.

Financial

  • Coordinate with the Country Finance Team to ensure that field core cost budget management tools are provided to the Field Coordinators/Managers for review and management.
  • Prepare and manage the overall core cost budgets for GOAL Sudan.
  • Manage the equipment budget for all GOAL Sudan.
  • Ensure organizational compliance to donor policies and guidelines.
  • Ensure GOAL Sudan adheres to the regulatory requirements of the government of Sudan with regard to visas, work permits and registration in liaison with the Country Director.
  • 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.
  • In conjunction with the FC, monitoring and controlling of expenditure on the core costs budgets 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.

Internal Audit / Donor Compliance/Investigation

  • Stay informed of and ensure adherence to the standard of GOAL procedures and policies in relation to Logistics, Finance, HR and Programmes as set out in the relevant manuals, policies and guidelines.
  • Work closely with the Compliance Coordinator and Finance & Grants Coordinator to ensure adequate training, capacity building and support is provided to GOAL staff to enhance their knowledge and understanding of GOAL and Donor policies and procedures and ensure proper implementation and on-going use.
  • With the Compliance Coordinator and Finance & Grants Coordinator, support implementation of GOAL’s systems of internal controls in the systems functions, and work with the SMT to identify improvements where necessary across all departments, including programmes, finance, logistics, HR and IT.
  • With the CD, Compliance Coordinator and Finance & Grants Coordinator, ensure that risk management processes are effectively embedded throughout the organization.
  • Provide support to any internal audit, compliance and financial investigation assignments as requested by the CD, Compliance Coordinator and Finance & Grants Coordinator, Roving Internal Auditors or HQ Investigations team, ensuring GOAL policies are followed.

Grant Management

  • Attendance and input at all Grant Management Meetings (GMM), with the Logs Coord, Procurement Manager, HR.
  • Ensure that Logistics proposal Check lists are completed by programmes and Logistics and submitted with all new grants.
  • Ensure that Procurement Plans are submitted by programmes at GMMs, and at proposal stage, and they are reviewed by Logistics.

Act as a representative of GOAL and demonstrate the highest standards of behaviour towards children and vulnerable adults both in your private and professional lives.

Requirements (Person Specification)

  • Minimum 5 years previous experience in HR, administration and logistics related management, with at least 2 years at a senior management level.
  • ;3 + years of previous overseas management experience
  • ;Education to Masters level in a related subject.
  • Good understanding of donor rules and regulations and implementation of strong compliance and control framework.
  • Strong experience liaising with governmental / local authorities and other NGO’s.
  • Audit experience and excellent attention to detail essential.
  • Demonstrated analytical and conceptual skills to plan projects, timetable activities, and oversee staff work.
  • Proven strong budgetary control and financial management skills
  • Proven track record in systems implementation and development
  • An interest in capacity building/mentoring of teams
  • Excellent staff management and personnel skills
  • Excellent analytical, writing skills and training skills

Prior experience in complex protracted humanitarian context as well as emergency response contexts.

; Accountability within GOAL

A commitment to GOAL values and GOAL’s integrity framework is critical to working with GOAL. Any candidate offered a job with GOAL will be expected to adhere to the following key areas of accountability: 1) Comply with GOAL’s policies and procedures with respect to safeguarding, code of conduct, health and safety, confidentiality, do no harm principles and unacceptable behaviour protocols; 2) Report any concerns about the welfare of a child or vulnerable adult or any wrongdoings within our programming area; 3) Report any concerns about inappropriate behaviour of a GOAL staff or partner.

Safeguarding

Children and vulnerable adults who come into contact with GOAL as a result of our activities must be safeguarded to the maximum possible extent from deliberate or inadvertent actions and failings that place them at risk of abuse, sexual exploitation, injury and any other harm. One of the ways that GOAL shows this on-going commitment to safeguarding is to include rigorous background and reference checks in the selection process for all candidates.

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Equal Employer Statement

Consistent with GOAL’s core values of humanitarianism; integrity; respect; partnership and courage, we place a significant emphasis on equality in our working environment.

GOAL is committed to treating all its employees with dignity and respect and values diversity, which it believes enriches an organisation. To reinforce this commitment, all company activities, policies, practices and procedures are to be carried out in accordance with this global standard.

All employees share in the responsibility for fulfilling GOAL’s commitment to equal employment opportunity and equal treatment. GOAL does not discriminate against any employee or volunteer; or any applicant for employment or volunteering on the basis of age, gender identity, ancestry, political opinion, civil status, medical condition, ethnic background, disability, race, religion, sexual orientation, or any other characteristic protected by applicable laws.

GOAL believes that our strong commitment to equal opportunity and equal treatment helps to ensure that there is no unjustified discrimination in the recruitment, hiring, training and development, promotion, compensation, benefits, retention, and discipline of staff and volunteers.

GOAL aims to provide a work environment that fosters fairness, equity, and respect for social and cultural diversity, and that is free from discrimination, harassment [and vilification] as determined by applicable laws.

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General Terms and Conditions

This Job Description only serves as a guide for the position available. GOAL reserves the right to change this document.

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