Systems Director (South Sudan) Full Time

General Description of the Programme/GOAL

Established in 1977, GOAL is an international humanitarian agency, dedicated to alleviating the needs of the most vulnerable communities. Currently operating in 14 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 has been working in South Sudan since 1985 with a focus on health, nutrition, WASH, food security and livelihoods. GOAL currently implements a mix of health, nutrition, food security and livelihoods and emergency response programmes in Abyei, Kajo-Keji, Nasir, Renk, Twic and Ulang, with its head office in Juba. GOAL is continually adapting and responding to the context to support the communities where we work.

Job Purpose

The Systems Director has direct responsibility for management, leadership and operations of the support function departments of: Supply Chain (Logistics and Procurement), Information & Communication Technology (ITC) and Compliance. As a member of the Senior Management Team (SMT) the SD is expected to help provide strategic oversight and direction to the broader programme implementation with particular emphasis on support to Security & Risk Management, Human Resources (HR), Legal and Administrative affairs.

As a member of the SMT, the SD provides strong leadership, promotes good stewardship of resources and efficiency, ensures timely and quality delivery of the support functions, and provides direction to the Systems function, as well as enhancing cross functional communication and coordination thus ensuring that the systems support keeps pace with effective programming. The SD will work closely with the CD and Programme Director (PD) in strategic planning to ensure that the support structure adequately supports the programme.

Overarching Duties and responsibilities

• As part of the SMT actively manage GOAL South Sudan’s risk profile ensuring that relevant policies and procedures are in place and are followed. Play an active role in the management of the country Risk Register and addressing systems related internal audit and compliance issues.
• Assist the CD in the management of the Country Security Plan as developed by the Safety & Security Manager with a particular emphasis on the operationalisation and practical implementation of the logistical and administrative requirements,
• Guide and coach systems department heads (direct reports) to ensure GOAL policies are appropriate for the South Sudanese context and support their contextualisation as needed with HQ to ensure that policy and procedure are appropriate to the changing context of programming in South Sudan,
• Support the SMT with the mainstreaming of cross-cutting issues such as Safeguarding and Protection, Gender and the Environment, and actively promote a supportive working environment for staff.
• Set a strong example for adherence to and improvement of GOAL South Sudan’s accountability, safeguarding and protection initiatives, both internally and for the people reached by the programme.
• Supporting a team environment of continuous learning, growth and development with collective and personal accountability for commitments made,
• Carry out regular management visits to field sites and provide field visit reports to the Area Coordinators (ACs) and the rest of the SMT,
• Periodically deputize for the CD as required and undertake any additional duties as mutually agreed with the CD.

Supply Chain

• Direct management of the Supply Chain Coordinator.
• Provide strategic oversight of all logistical operations, including warehousing, fleet and transportation, asset management, compound and premises management and operational security management.
• Provide strategic oversight and guidance on procurement; look to reduce overall cost to GOAL without unnecessarily reducing quality. Cost efficiencies may be achieved through improved supplier management, better coordination of requirements and bulking of orders with programmes teams, strategic use of framework agreements and other longer-term agreements etc.
• Promote cost effectiveness throughout the supply chain cycle looking to gain from efficiencies and synergies to reduce the overall operational costs,
• Ensure strong and timely coordination between Juba Head Office and field teams for timely coordination, delivery and reporting,
• Ensure compliance of operations with GOAL policies and procedures and in accordance with all donor and national/local authority specific requirements.
• Ensure good quality accurate and timely internal reports are submitted, reviewed, analysed, and appropriate feedback given with action plans are put in place as needed.
• Ensure that the GOAL transport fleet serves the needs of the programme and is used efficiently.
• Ensure that premises rental contracts and agreements are reviewed on a regular and timely basis to allow GOAL to maintain appropriate premises and negotiate for any changes from an advantageous position,
• Liaise with HQ in Dublin on systems, logs issues, etc. as appropriate.

ICT

• Directly manage the Head of ICT
• Ensure that the ICT planning reflects South Sudan’s future programme priorities and GOAL’s global ICT direction,
• Ensure that all GOAL offices have adequate network infrastructure and connectivity to meet operational communications needs allowing for the promotion of use of online system storage, PowerApps and ultimately the potential roll-out of an integrated Enterprise Resource Programme,
• Ensure the timely maintenance of all IT and communications equipment in line with ICT standards and GOAL strategic objectives,
• Provide support and oversight for ICT related issues including stable network server and adherence to ICT guidelines.
• Provide support to the Head of ITC in liaise with the HQ IT support team as needed.
• Ensure routine preventive maintenance / checks and troubleshooting of problems is carried out.
• Ensure all ICT hardware equipment and computer accessories are specified to provide a level of future proofing,
• Work with the Head of ICT to ensure that all GOAL IT equipment has adequate anti-virus and data encryption in place. This should include all ICT devices not just laptops.

Compliance

• Directly manage the Head of Compliance
• Stay informed of, and ensure adherence to, standard GOAL procedures and policies in relation to all aspects of programme implementation and support functions as set out in the relevant manuals, policies and guidelines.
• Work closely with Compliance department to ensure adequate training, capacity building and support is provided to GOAL partners to enhance their knowledge and understanding of policies and procedures. Support partners to minimise disallowable costs through proactive support to capacity development,
• Work closely with Compliance department 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,
• Work to maintain organisation’s legal and ethical integrity by ensuring that the policy laid down by the donors, government and GOAL are strictly followed and adhered to.
• Together with the Head of Compliance, support in the 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, Procurement, HR, and ICT.
• Together with the Country Director, ensure that risk management processes are effectively embedded throughout the organisation.
• Provide support to internal audit, compliance and financial investigation assignments as requested by the Country Director, SpeakUp, Roving Internal Auditors or HQ Investigations team, ensuring GOAL policies are followed.

Budget Management

• Coordinate with the Financial Controller to ensure that core cost budget management tools are provided to Budget Holders for review, forecasting and that reallocation of transactions requested are reviewed and adopted,
• Prepare and manage the overall core cost / support operations budgets for South Sudan maximising efficiency and cost effectiveness,
• Manage the equipment budget for all South Sudan programmes.
• Participate in proposal development and support in the preparation of budgets for donor proposals, the preparation and finalization of annual budgets, quarterly rolling budgets and the preparation of the year-end financial statements as needed.

Grant Management

• Attend and actively participate in Grant Management Meetings (GMMs) providing support and guidance to Supply Chain Coordinator, Compliance Manager and ICT Manager,
• Ensure that Logistics proposal checklists are completed by programmes and Supply Chain and submitted with all new grants.
• Ensure compliance department oversees the partnership / subgrant management processes and ensure they are conducted as per the guidelines. This includes the capacity building and training requirement plans based on Organisational Capacity Assessments and other partnership tools,
• Ensure that Procurement Plans are submitted by programmes at GMMs, and at proposal stage, and they are reviewed by Logistics/procurement departments.

Security

• Provide support to the CD and S&S Manager as needed in the operationalisation of security arrangements as per the Security Management Plan.
• Support the implementation of GOAL’s Security Guidelines and Procedures and ensure that support staff (and Supply Chain staff in particular) are familiar with these guidelines and procedures.
• Together with the SMT, periodically review the specific security guidelines and provide feedback and recommendations,
• Work with the S&S Manager and the Supply Chain Coordinator to ensure all offices and accommodation meet basic security standards, including fire prevention, lockdown preparedness, evacuation procedures etc.
• Provide regular support or information to the CD for any incidents, changes or adverse conditions affecting staff safety or project operations in the field.

Key Performance Objectives

• Foster an operating environment which promotes the development and retention of a cadre of strong technical specialists with core competency across all systems departments
• Ensure that GOAL South Sudan systems departments continues to provide appropriate response capacity to meet evolving operational needs, with a clear focus on ensuring Emergency Response Capacity is established and maintained,
• Through strategic planning and a focus on the overarching trajectory within GOAL systems development position GOAL South Sudan to take maximum advantage of developments in technology and inter-connectivity to provide as cost-efficient and effective a support service as possible for programme implementation,
• Ensure that core GOAL policies, values and behaviours linked to the protection of vulnerable individuals are prioritised, systems are strengthened and institutionalised,

Behaviours (Values in practice)

The SD is a senior representative of GOAL and must demonstrate the highest standards of ethical behaviour at all time and in all circumstance. GOAL is committed to the safeguarding of vulnerable individuals (children and adults) and communities and the SD is expected to embody this in both in their private and professional lives.

The successful candidate will need to be a multitasker, capable of and confident in working to changing priorities. (S)he will need to be a team player committed to leading by example with a clear and proactive communication style that responses to the demands of a dynamic work environment. Ideally (s)he will be an accomplished and experienced presenter, communicator and trainer capable of translating complex ideas and concepts to non-technical staff in a clear, understandable engaging fashion.

Requirements (Person Specification)

Essential

• Degree in a relevant discipline.
• 5+ years experience working in humanitarian, recovery or development settings.
• 3+ years experience working in a senior management role
• Experience engaging with government, institutional donors, UN agencies, cluster system and NGO coordination mechanisms
• Strong management skills with the ability to adapt quickly to meet the demands of the programme;
• Interpersonal and facilitation skills with the ability to lead teams to reach consensus on complex and/or divisive issues
• Excellent presentation, oral and writing skills
• Enthusiastic and willing to work as necessary to meet the needs of the programme.

Desirable

• Experience of programme implementation through partners by distance management.
• Commitment to capacity building staff and nationalising positions

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.

Accountabilitywithin GOAL

Alongside our safeguarding policy, GOAL is an equal opportunities employer and has a set of integrity policies. Any candidate offered a job with GOAL will be expected to adhere to the following key areas of accountability:

• 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.
• Report any concerns about the welfare of a child or vulnerable adult or any wrongdoings within our programming area.
• Report any concerns about inappropriate behaviour of a GOAL staff or partner.

Tagged as: GOAL, South Sudan