Job Title: Systems & Finance Manager
Reports to: Administratively to the Area Programme Manager based in Marsabit
Technically to the Nairobi based Systems Director and Country Financial Controller
Direct Reports: Logistics Officer – Transport & Procurement, Finance and Administration Officer
Duty Station: Marsabit
Contract Details: One (1) Year Fixed Term Renewable Contract
To support the implementation of the Marsabit programme by ensuring that the systems are responsive to the needs of the programme. S/he will enhance planning and managerial skills of the systems (logistics, procurement, HR, administration, IT and security) and finance functions and develop an efficient and effective programme support system that is compliant with Concern’s policies and procedures, donor guidelines & best practices. S/he will lead the continuous improvement of programme support systems and will support programme coordination and provide effective and timely support to all programmes
Main Duties & Responsibilities:
Logistics & Procurement Management
• Ensure implementation & maintenance of standard Concern systems and best practice for all logistics & procurement functions
• Ensure efficient and effective support and collaboration by logistics and procurement functions necessary for quality & timely programme delivery
• Oversee the transport function to ensure compliance with fleet & transport policy & procedures, coordinated movement planning and monthly reporting
• Oversee the management of Concern’s assets, inventory and stores so that they are correctly managed
• Ensure distributions of relief items to beneficiaries are in line with Sphere standards and Concern & donor requirements
• Oversee the procurement function and ensure compliance with Concern’s procurement policy and procedures, donor procurement guidelines and best practices/principles
• Contribute to Marsabit County level annual procurement plans and ensure that these are maintained, adhered to and regularly updated
• Ensure staff are trained on procurement procedures and documentation, to ensure that all necessary documentation is submitted for payment processing
• Assist in developing an efficient and effective supply chain with the aim of reducing operational cost while ensuring value for money & transparency
• Oversee the compilation and submission of logistics & procurement reports, analyse reports, recommend areas for improvement and follow through on approved improvement plans
• Work closely with the Nairobi office procurement team for vehicle hire procurements and any other procurements being carried out by the Nairobi office.
• Support, as required, in tenders and prequalifications in Marsabit County, as requested by the Logistics Coordinator and/or the Systems Director.
• Identify and anticipate any logistics challenges that may affect programme delivery and report immediately to the Systems Director
· Oversee the proper maintenance of logistics & procurement filing systems
Human Resources Management
• Assist with planning and identification of staffing needs as well as assist in relevant recruitments and advise on career planning of systems & finance staff
· Build the capacity of all staff in Concern’s systems & finance policies & procedures
· Ensure that all staff Performance Development Reviews (PDRs) are done in a timely and proper manner
• Advise on, monitor the implementation and ensure consistent application of Concern’s HR policy and procedures at all levels
• Provide oversight to the systems & finance team to ensure efficient & effective delivery programme support services
Administration and IT
• Oversee the maintenance and running of all Concern’s premises in Marsabit County ensuring adequate supplies, furniture, equipment and support services are in place
· Ensure compliance with occupational safety and health requirements, including COVID – 19 protocols, and oversee the maintenance of a hygienic & professional work environment
• Ensure that all IT & communications equipment and solutions are availed, operational and managed in line with policy & procedures and that requisite training is provided to staff and visitors on usage protocols
• Perform security management tasks as delegated by the Country Director
• Ensure that relevant standard operation procedures (SOP’s) are up to date and adhered to
• Ensure all staff and visitors are briefed on the security policy and the security management plan and are fully aware of their duties and responsibilities related to security
• Ensure that residences, offices and vehicles have a list of supplies and equipment required in case of emergency
• Update emergency and medical contact list and communication tree on a regular basis
• Report security incidents in Marsabit County and furnish the Area Programme Manager and Country Director with the same
· Provide input into transport and administration budgets as part of Concern’s annual budget processes
• Oversee finance function to ensure that all expenditure is in line with Concern’s financial procedures and donor requirements
• Ensure cash and bank books are regularly updated and submitted to HO together with scanned copies by 2nd of the following month, and that at a later date the original copies are sent to Nairobi for storage.
• Ensure cash counts are done on daily basis
• Ensure that cash and bank reconciliations are done at month end
• Participate in managing end of donor contracts and year-end by making sure all unpaid costs have been accrued and timely submission of year-end requirements.
• Ensure timely submission of cash forecasts and cash requests to ensure timely transfer of funds
• Oversee the proper maintenance of finance filing systems
Responding to Emergencies
· Participate and contribute as necessary towards Concern’s Emergency response as and when necessary
· Comply with Concern’s health, safety and security guidelines during emergencies
Concern Code of Conduct and Associated Policies
· To adhere to the standards of conduct outlined in the Concern Code of Conduct and Associated Policies
· To support and promote the standards outlined in the Concern Code of Conduct and Associated Policies to their team, partner organisations and beneficiaries, and be committed to providing a safe working environment.
· To contribute to the establishment of preventive measures to reduce the potential for abuse in Concern’s programme
· A Degree in Logistics, Procurement, Supply Chain Management, Operations Management, Business Administration, Management or relevant field
· Relevant professional certification in supply chain management, business administration or relevant field and security training
· A relevant qualification in a Finance discipline, is an desirable
· At least five (5) years’ experience with at least two (2) years managerial experience in a similar role
· Experience in implementing programme support systems and in emergency response programming including setting up emergency logistics operations
· Some knowledge or experience with humanitarian law and principles of humanitarian action (international code of conduct and humanitarian charter, Sphere Guidelines and the Core Humanitarian Standard (CHS).
· Experience of working in insecure environments and knowledge of security management systems and approaches for NGO’s
· Experience in people management and development including coaching, mentoring and training
· Knowledge of operational/business support systems and proficient in the use of computer applications with experience in the following areas: electricity, ICT, supply, communication HF and VHF communication system
· Excellent interpersonal, communication, planning, organizational, team, networking and negotiation skills
· Ability to work under pressure
· Fluent in both spoken and written English and Kiswahili. Fluency in the local language is an added advantage.
· Possessing a driver’s license is an added advantage
Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies. Additionally, Concern is committed to the safeguarding and protection of vulnerable adults and children in our work. We will do everything possible to ensure that only those who are suitable to work or volunteer with vulnerable adults and children are recruited by us for such roles. Subsequently, working or volunteering with Concern is subject to a range of vetting checks, including criminal background checking.
Concern’ is the trading name of ‘Concern Worldwide’, a company limited by guarantee, registered number 39647; registered charity number CHY 5745, registered in Ireland, registered address is 52-55 Lower Camden Street, Dublin 2, Ireland. Follow Concern online: www.concern.net
How to Apply
Please send a cover letter, a detailed cv with three referees with ”**Finance & Systems Manager – Marsabit ”** on the reference line to email@example.com on or before 9th April 2021**.** Only shortlisted qualified candidates will be notified.
Candidates must be legally entitled to work in Kenya at the time of application