JOB ADVERTISEMENT: SENIOR SYSTEMS OFFICER
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 the 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, photocopiers 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, inquiries, 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.
- Conduct, coordinate, and Oversee the timely procurements of goods and services as approved by program management and country procurement plan, and the timely, safe, and cost-effective transportation of the same to field programs; 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
- 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 interviews and written tests.
- In consultation with Line Managers, organize the interview and written tests 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 program 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 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
- General tasks
- Represent CWR’s Systems functions;
- External Relations
- Liaise with relevant Ministries and partners re-appropriate HR issues (as directed by the Country Manager);
- Core Humanitarian Standards (CHS)
- Ensure the implementation of Concern commitments as stated in the CHS implementation plan related to support systems; and have oversight of internal accountability mechanisms.
- Actively promote meaningful community participation and consultation at all stages of the project cycle (planning, implementation, monitoring, and evaluation);
- Working with colleagues to ensure that our Complaints and Response Mechanism (CRM) is functional and accessible, and that feedback and complaints are welcomed and addressed;
- Working with colleagues to ensure that information about the CRM, safeguarding, and the expected behavior of Concern staff is disseminated to program participants and communities.
- 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, interested in people and has a sense of humor
- 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:
CONCERN IS AN EQUAL OPPORTUNITY EMPLOYER AND QUALIFIED WOMEN ARE ENCOURAGED TO APPLY |
