Senior Systems Officer

www.concern.net

Concern Worldwide Rwanda is seeking to recruit a Senior Systems Officer.  This position is based in Huye District.

 PURPOSE OF THE POSITION:

Under the direct supervision of the Country Manager, the Senior Systems Officer will be responsible for CW-R support functions comprised of Administration, HR, and Logistics ensuring that standard Concern Worldwide policies, systems, and procedures are in place, understood, and complied with by all Concern Worldwide – Rwanda staff.

KEY RESPONSIBILITIES:

 A. General Administration

• Manage the day-to-day office activities ensuring the office conforms to recommended health and safety standards including first aid kit, and is kept clean and tidy at all times.
• Ensure effective systems for the management of security of Concern premises including office keys ensuring sign in/out of keys as appropriate.
• Develop and maintain the administration filing system including archiving in accordance with CWW policies and standard practices.
• Ensure that internal and external correspondences are properly managed.
• Ensure that all equipment e.g. computer hardware/office equipment, telephones, photocopier are maintained and used correctly.
• Oversee the management of assets and inventory by ensuring it is regularly updated
• Manage and monitor Office supplies’ usage ensuring supplies are adequately & wisely sourced and used.
• Offer appropriate administrative support to the Southern area e.g. attend meetings as appropriate, office energy consumption, water, and garbage collection and disposal, enquiries, visitors.
• Monitor and manage the administration budget including ensuring accurate and regular analysis of consumption and expenditure related to administration.
• Assist during the review of administrative systems and procedures.

B. Logistics/ Procurement

• Oversee the implementation of Logistics policies and procedures for purchasing, delivery, storage, and transport;
• Oversee the application of Concern’s procurement, transport, and store manuals to ensure full compliance to organizational and donor rules and regulations.
• Oversee the timely procurements of goods and services as approved by programme management and country procurement plan, and the timely, safe, and cost-effective transportation of the same to field programmes; Review and implement a proper stock management system.
• Liaise with Concern Dublin Logistics as required on international orders.
• Work closely with the CM on any reviews and updates of logistics procedures.

 C. Human Resources

1.    Recruitment and selection

• Ensure that all recruitments processes are open, transparent, and fair; meeting Concern Worldwide recruitment policy standards.
• In consultation with Line Managers, ensure that vacancies are budgeted for before job announcements are publicized.
• Prepare job announcements based on approved job descriptions and ensure that they are communicated through appropriate and cost-effective media.
• Ensure that all applications received are registered and shortlisted in accordance with agreed criteria and candidates are invited for interview and written test.
• In consultation with Line Managers, organize the interview and written test dates and invite shortlisted candidates.
• Work with the recruiting manager to ensure that interviews are conducted in a systematic manner by a panel of interviewers.
• Develop a complete and high standard reference checklist (form) and conduct a thorough reference check on a selected candidate;
• Issue regular recruitment status report to recruiting managers and senior management;
• Prepare offer letters and contracts according to the terms and conditions agreed;
• Suggest innovative and cost-effective recruitment system/procedure that can quickly meet the needs of CWR.
• Manage induction programme for all new staff joining CW-R
• Ensure that PDR system is understood and applied by all managers and they are timely monitoring the performance of staff they are line managing;
• Line manage ICT & Procurement Support Officer, Mechanic/ Driver, Driver, Logistics Assistant, Gatekeeper and Cleaner in Huye.
• Ensure that managers complete appropriate documentation regarding handover processes;
• Maintain personnel files for national staff, updating the information regularly

2.    General tasks

• Represent CWR’s Systems functions;

3.    External Relations

• Liaise with relevant Ministries and partners re-appropriate HR issues (as directed by the Country Manager);

4.    Core Humanitarian Standards (CHS)

• Ensure the implementation of Concern commitments as stated in the CHS implementation plan related to support systems;
• Have oversight of internal accountability mechanisms.

5.    PEER and Humanitarian Response

• Actively participate in the review of Concern Worldwide – Rwanda Preparedness for Effective Emergency Response (PEER) plan.
• Ensure that Concern Worldwide – Rwanda PEER support systems related actions are undertaken as per the plan

QUALIFICATIONS AND EXPERIENCE REQUIRED:

• Bachelor’s Degree in Business Administration, Law or related discipline
• Minimum 5 years of working experience in at least two of the Systems areas: Administration, HR, Logistics, Procurement, ICT.
• Excellent planning and organizational skills
• Experience in staff management
• Good facilitation and negotiation skills
• Proven attention to details
• Demonstrated ability to work both independently and as part of a team
• Strong interpersonal and communication skills
• A sensitive approach to advising staff
• Flexible and supportive
• Proactive and able to address problems independently
• Highly focused and results oriented in supporting deadline-driven operations.
• Able to multitask by way of delegating, motivating and monitoring teamwork.
• Approachable, interest in people and has a sense of humour
• Fluency in English, French would be an advantage

 Essential

• Be a Rwandan
• Be able to work independently as well as in a team
• Good organization, planning, and management skills
• Ability to work under pressure and willingness to work long hours, weekends and overnight in fields

Note to applicants: