Systems Coordinator at Concern Worldwide

Job Summary:

• The job holder will be responsible for coordinating and managing the HR, ICT and Administration functions, and in conjunction with the Systems Director will play a key role in operational security management. The Systems Coordinator must ensure staff compliance with all relevant policies and procedures to increase efficiencies, accountability and to maximize our impact on poverty reduction.

Main Duties and Responsibilities

Policies and Procedures:

• Lead in developing and implementing, and ensuring fully compliance with policies and procedures for HR, ICT and Administration, in line with overall organizational policies
• Guide in developing and implementing strategies to deliver on key organizational objectives such as diversity, equality and inclusion
• Advise management on emerging trends and practices and how these could be adapted to the organization context (flexible working, remote working, office design)
• Oversee implementation of new and updated organizational policies and procedures

Management of Systems Functions:

Administration & Facilities Management

• Oversee:
  • The maintenance and running of offices and residences, ensuring that adequate supplies, staffing and support systems are in place
  • That leases for all premises are actively managed and closed out as required
  • Maintenance of an inventory for offices and residences, if relevant
  • Health & Safety compliance and audits
  • The running of international workshops hosted in Nairobi
  • Nairobi accommodation and domestic flight bookings
  • Maintain all information for the Concern Kenya Board
  • Environmental Working Group operation, including supporting on implementing recommendations

Financial Management

• In conjunction with the SD ensure that budgets, budget revisions are submitted for Administration, national staff and International Staff
• In conjunction with the SD, review Management Accounts and actively manage expenditure to remain within budgets

HR:

• Oversee:
  • Recruitment, selection and placement to ensure that we attract and retain the right people
  • Reward and benefits administration to ensure that we are competitive
  • Learning, training and development to facilitate staff growing within the organisation
  • Staff relations so that all staff matters are dealt with in a fair and consistent manner
  • Staff separation so that we learn from staff who are leaving
• Support the roll-out of organizational safeguarding commitments, ensuring that Concern is a safe organisation for all staff.

ICT Management

• Support the ICT Officer in providing support for all offices
• Ensure that all staff are fully compliant with ICT acceptable usage policies
• Oversee the maintenance of the Fixed Asset Register and the Dublin IT Register
• Oversee the roll-out of updates and new systems e.g. HRMIS, DiRTTrAC, procurement systems

People Management / Capacity Building

• Provide direction and leadership to senior staff in Administration, HR and ICT, contributing to their capacity building and career development through technical support, on-the-job training and coaching
• Manage the Performance Development Review process for all staff in Administration, HR and ICT
• Ensure that all staff are aware of and comply with all of Concern’s policies and procedures, in particular our safeguarding policies
• Ensure that work within teams is planned and organized in a way that will meet the organisation’s needs in a cost effective manner

Security Management

• Oversee:
  • The annual updating and roll-out of the Security Management Plan
  • The active functioning of the Security Focal Groups in all locations
  • Submission of Security Incident Reports for any incidents in our areas of operation
  • Security briefings for new staff and for visitors to the country programme or for workshops that we are hosting
  • Engage with external bodies to keep up to date on current affairs to maintain an awareness of security developments and risks

Others

• Adhere to and promote the standards outlined in the Concern Code of Conduct and associated policies to their team, beneficiaries, and be committed to providing a safe working environment
• Participating and contributing towards Concern’s emergency response, as and when necessary
• Take all possible measure to meet Core Humanitarian Standards (CHS)
• Any other duties as assigned by the Line Manager

Person Specification

Minimum Education, Qualifications & Experience Required:

• Advanced University degree in Human Resources Management, Administration, Business Management or relevant field.
• At least ten (10) years’ working experience of which four (4) should be in management level. Previous experience in an international NGO is an added advantage.
• Computer skills, including Microsoft Office applications (MS Word, Excel, PowerPoint)

Preference will be given to candidates who possess the following:

• Good computing and report writing skills
• Be able to work independently, as well as in a team
• Be willing to accept responsibility and to show good judgment, initiative, and resourcefulness
• High integrity and demonstrated ability to follow standards and policies
• Ability to work in a systematic and organized manner and to tight deadlines
• Positive attitude and willingness to learn
• Fluent in both spoken and written English and Kiswahili.

Competencies required:

• Excellent coordination, interpersonal and communication, skills
• Attention to detail, confidentiality, integrity and ability to handle sensitive situations and a team player

Interested candidates, who meet the above requirements, should send a detailed CV with three referees and Cover Letter Only to [email protected] with the subject of the email as ‘Systems Coordinator’ on or before Wenesday 6th September 2023. Only short-listed candidates will be contacted for interview