Senior Systems Officer

Job Description

Employment Type: Definite period

Job Purpose:

• Manage the efficient and effective operation of the logistics (procurement, transport and warehousing), HR & Administration functions in accordance with Concern’s policies and procedures. 
• Provide effective professional advice and technical/managerial support for Concern’s program/project managers and for all technical teams to plan and manage their respective roles and responsibilities.
• Support programme teams in procurement planning, transport planning and warehousing needs.
• Ensure that all Concern mainstreaming policies, procedures and practices incorporated into different contracts.
• Maintain good communications within the support units and ensure that all information is shared within the units, and that the Area Coordinator is kept informed of progress in meeting deadlines.

Main duties & Responsibilities:

Financial management

Logistics

• Ensure that all logistics functions are in line with donor and organizational policies, procedures, and government laws.
• Undertake periodic inventory on the organization assets and transparently communicate with the relevant programs and departments. 
• Ensure effective controlling undertaken that enable Concern to safeguard assets and stocks and ensure that stock movements are reported accurately and on timely manner.
• Makes periodic site visit to ensure that materials issued are utilized according to laid down procedures;  undertakes random checks at field stores to monitor quality of storage and stock counts,
• Ensure that all items in the store are properly handled and when appropriate are properly disposed.
• Ensure that appropriate regular support and advice provided to woreda/district project offices in the area of logistics.
• Follows-up the independent validation of accurate materials and commodities receipt by end users and ensures proper maintenance of records at various levels of the project office; ensures the timely return of documents confirming receipts of materials issued from the project office,
• Makes recommendations to all levels of management and auditors on steps to be taken to improve Inventories management systems and discarding of non-usable items, 

Transport

• Ensure monitoring of logbooks and vehicles charge sheet of Drivers on a weekly basis; compiles and submits monthly report of maintenance cost summary, fuel usage, personal mileage and KM analysis and submits with recommendations to head office transport and logistics department.
• Ensures that spare parts request, purchase, issue and replacement are as per Concern’s logistics, transport and transport policy and procedures; maintains appropriate database for custody, reuse and discarding of used vehicle parts,
• Advises on spare parts requirements; submits orders of spare parts (including requests of fast moving) and items necessary for workshop purposes,
• Maintains and updates hard and soft copy of records and files related to vehicle maintenance and other operations,
• Advises on spare parts requirements; submits orders of spare parts (including requests of fast moving) and items necessary for workshop purposes,
• Ensures that Concern vehicles checked annually in accordance with Ethiopian traffic regulations and all Drivers have valid driving licenses and conducted eye test as required, etc. 
• Ensure the maintenance of high standard of Health and Safety within the working environment; ensures that the no-smoking policy is upheld within all the vehicles and workshop area,
• Ensure rented vehicles are manage based on Concern Worldwide transport policy and agreement signed with suppliers.
• Ensure for the practical application of safety and security guidelines in the area of transport and office compound.

HR and Admin 

• To ensure that Concern’s personnel policies and procedures are implemented consistently throughout all projects in order to achieve Concern’s objectives;
• Oversee the facilitation and coordination of recruitment and selection, transfer, promotion, resignation processes of staff to ensure transparency, fairness and equal employment opportunity for all;
• Ensure to maintain and update all official personnel files and records for the programme on a regular basis;
• Ensure that project managers and department heads conduct probation appraisals and set appropriate objectives for all staff.
• Follow up and make sure that staff under your supervision have accomplished their obligation and execute their daily routine duties well including security of the office
• Ensure to update all recruitment information and file following completion i.e. short listed and non-short listed CVs, exam results, interview results etc.
• Ensure all job vacancy notices posted on the relevant notice boards within Concern offices, provide vacancy notices to newspapers for postings on time, and liaise with them.
• Ensure to provide appropriate training and orientation to all staff and/or project stakeholder on the objective, strategies, target group, etc.
• To manage the ongoing rollout of Concern P4 policy, reporting mechanism and associated developments and ensure all staff are familiar with it and abide by the Code of Conduct.
• To oversee the rollout of PDR, setting objectives, review, and ensure all staff are familiar with the objectives and its implementation process as per Concern Worldwide HR manual.
• Design and implement appropriate methods/ways to mainstream all cross cutting issues like accountability, gender, inequality, HIV/AIDS, DRR and controlling the spread of COVID-19 in line with Concern Worldwide guidelines.
• Ensure that appropriate health and safety measures and guidelines are in place and respected and that training provided, as required.
• Ensure that the overall physical working environment is conducive in terms of keeping the compound pleasant and equipped with the necessary health and safety equipment and that equipment that is not required is properly disposed.
• Respect the Ethiopia Standard Operating Procedures and ensure the safety and security of staff working under her/his supervision in line with the Security Management plan (SMP) and Safety First guidelines. 
• Perform any other task as assigned by the line manager and/or PD emergency.

Emergency response

Concern is committed to responding to emergencies efficiently and effectively in order to help affected people meet their basic needs, alleviate suffering and maintain their dignity. To this end, when emergencies strike and the Ethiopia Program is to respond, all staff are required to actively participate in the response, regardless of location and contribute to the efforts aimed at achieving the humanitarian objective of the organization. 

Gender Equity 

Gender & Equality Mainstreaming

• Ensure that support staff have a strong understanding of gender mainstreaming and that gender mainstreaming tools are effectively implemented
• Coordinate with the Gender Equality officer/coordinator in planning,  allocating and implementing a program budget for gender mainstreaming
• Ensure that gender mainstreaming is effectively implemented and monitored throughout the employment process
• Ensure that gender sensitive indicators plans are in place and that they are effectively monitored 

Safeguarding

• Able to seek appropriate advice and report concerns, and feel confident that they have been understood.
• Understands local safeguarding structures and arrangements.
• Practices in a manner that seeks to reduce the risk of abuse, harm or neglect.
• Identifies and refers to appropriate services any other associated persons including carers, family members and children at risk.
• Able to document safeguarding concerns, and maintain appropriate record-keeping, recording the wishes and views of the adult or child at risk, differentiating between fact and opinion.

Accountability

In line with Concern’s commitments under the Core Humanitarian Standard (CHS): 

• actively promote meaningful community participation and consultation at all stages of the project cycle (planning, implementation, M&E); 
• work with relevant colleagues  to ensure that the Complaints and Response Mechanism (CRM) is functional and accessible, that feedback and complaints are welcomed and addressed; 
• work with relevant colleagues  to ensure that information about CRM, safeguarding and expected staff behaviour is disseminated among program participants and communities. 

Job Requirement

Person specification:

• Masters or Bachelor’s degree in Human resource Management, business Management Logistics/Transport, Supply Management, Accounting & related fields
• Experience of managing multi-sectorial teams
• 5 years of relevant experience with the first degree.
•  3 years of relevant experience plus post graduate degree.
• 1 year supervisory skill
•  NGO experience is a plus.

Skills Required

•  Basic managerial skills.
•  Technical and report writing skills
• Computer literate.
• Fluent spoken and written English.
•  Good communication and interpersonal skills 

What we offer

• A competitive salary and benefit package
• Excellent medical benefits (100% cover including dependents)
• 20 days annual leave
• 26 weeks (paid) maternity leave, 18 weeks (unpaid) parental leave