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Job Title: Systems Coordinator
Reports to: Systems Director
Direct Reports: HR Manager, Senior Officer ICT, Senior Officer Admin &Security
Job Location: Nairobi (Candidates must be legally entitled to work in Kenya at the time of application - National Position)
Contract Details: Fixed Term, Twelve (12) Months Contract (Renewal subject to avaliability of funding and performance)
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
Safeguarding at Concern: Code of Conduct and its Associated Policies
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 consultancy opportunity with Concern Worldwide will be expected to sign the Concern Code of Conduct and Associated Policies as an appendix to their consultancy contract. 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 do consultancy work or volunteer with vulnerable adults and children are recruited by us for such roles. Subsequently, being hired as a consultant 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
Interested candidates, who meet the above requirements, should send a detailed CV with three referees and Cover Letter Only to nairobi.hr@concern.net 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.
Concern Worldwide is an equal opportunity employer and does not charge a fee at any stage of the recruitment process (for application, written test, interview, training, medical examination etc.) nor act through recruitment agents. This is applicable for all opportunities including staff and interns.
Your Personal Data
During this job application, you will provide Concern with your personal data. Concern takes its responsibilities towards this personal data very seriously and is committed to complying with all relevant data protection legislation.
Concern receives a substantial amount of funding from external donors each year. Increasingly donors are introducing requirements whereby future funding is conditional on ensuring that the name of any employee or volunteer (existing or new), does not appear on terrorism lists generated by the European Union (List of person, groups and entities to which Regulation (EC No. 2580/2001 applies), the US Government (Office of Foreign Assets Control list of specially designated Nationals and Blocked Persons) and the United Nations (Consolidated List). Any offer of employment (either paid or voluntary) with Concern Worldwide will only be made following a successful clearance check being conducted on the applicant and such checks may be updated periodically during the course of the period of employment.
By submitting a formal application for paid or voluntary employment to Concern, you agree to Concern carrying out a clearance check as outlined above and that Concern will not proceed to recruit you should your name appear on any of the aforementioned lists
In certain circumstances, donors may request that personal data relating to employees to work on the activities that they fund be provided directly to them - so that they can perform their own counter terrorism checks. This may involve transferring some basic personal data outside the EEA. It will be a condition of your employment contract that Concern be allowed to share this information with institutional donors for these purposes.
For additional information please consult our website or contact the Human Resource Division in our Head Office.
You have certain rights under data protection legislation. For more information on how to exercise those rights please visit www.concern.net/about/privacy
Please only apply for this position if you are satisfied with the proposed processing of your personal data as outlined above.
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