JOB DESCRIPTION
JOB TITLE: Assistant Country Director, Program Support
SUPERVISES: Finance Director
Procurement Supervisor
Fleet Manager
Logistics and Administrative Coordinator
IT Officer/Systems Administrator
SUPERVISOR: Country Director
LOCATION: Harare
JOB SUMMARY:
Provide overall management of the Country Office’s various support units; IT, Procurement, Fleet, Logistics, Warehousing and Administration, and Finance to ensure optimum support to projects within the policies of CARE International, CARE Canada and the laws of host country. Works closely with the Director Finance to ensure compliance issues addressed properly and internal controls are in place and followed. Provides training, mentoring and coaching to senior programme support staff as they mature in their responsibilities. Ensures that projects and programmes receive the quality and quantity of services required in a timely manner. Ensures that rigorous systems are in place and that senior staff enforce compliance with these systems. Responsible for risk management in administration and working with the Director Finance to develop risk mitigation strategies. Assist the Country Director in overall management of the Country Office as a member of the Senior Leadership Team.
LOCATION:
This position will be based in CARE’s head-office in Harare. Approximately 25% of time will be spent traveling to and visiting all field operations, particularly in Masvingo.
RESPONSIBILITIES AND TASKS:
Responsibility 1: Provides overall management of the CO’s Finance Department to ensure that optimum financial support is provided to CARE Zimbabwe within established CARE financial policies and principles, generally accepted accounting practices, the laws of Zimbabwe and within the standards set by the mission.
1. Reviews and monitors the CO’s financial policies, systems and procedures and initiates development or revision as required. When financial policies are to be changed or new ones introduced, the ACD will ensure there is liaison and consultation with the Senior Management Committee and CARE Canada as applicable.
2. Authorizes CO statements, staff payroll, financial reports, adjusting journal entries, cash receipts and signs cheques and bank letters.
3. Oversees the preparation and submission of the CO budgets by line managers and finance staff, to ensure that budgets reflect CO needs and CARE International (CI) budgetary requirements.
4. Provides liaison with other departments, sub-offices, CARE Canada and other CARE’s to provide information, guidance, address issues, and to ensure there is an understanding of CARE Zimbabwe finance requirements and standards.
5. Directly supervises the Finance Director and provides general team leadership for the Finance department.
6. Oversees the timely and monthly preparation of the CO Balance Sheet for discussion with the CD.
Responsibility 2: Provides overall management to the Country Office’s Administration/Logistics department to ensure that optimum administrative support is provided to Country Office projects within established CARE Canada and CARE International operational principles.
1. Review and monitor Country Office administration and logistics policies, systems and procedures and initiate development and/or corrective action as required. (includes contracts; property management; fleet management; asset management; warehousing, procurement, shipping, safety and security support etc) and provide overall leadership to the team across the Country Office
2. In compliance with donor regulations and in coordination with the Director Finance, maintain minimum acceptable standards for COs program support policies and systems in the area of supply chain (including procurement and management of warehouses and delivery distributions), vendor relationships, assets and inventory management, vehicle/fleet management, facilities management, logistics and ensure that the CO has all necessary insurance covers up to date.
3. Identify and introduce appropriate electronic tools/systems for supply chain management, Assets management, fleet and logistics;
4. Closely monitor the use and cost recovery of all owned assets in the CO (e.g. vehicles, generators, buildings);
5. Ensure an effective inventory system and physical count is done regularly.
6. Oversee the disposal and / or use of assets post projects closing, transfer of ownership based on donor contracts and proper recording in CARE books.
7. Review and monitor the adherence of the Country Office to CARE operational policies and to the laws of the host Country and initiate corrective action as required.
8. Oversight senior Fleet and Administration and Logistics staff in the monitoring of the Country Office application of the fleet policy and fleet and fuel pricing and overall cost effectiveness and efficiency as well as warehousing and NFI policy.
9. Authorizes property leases, major contracts and all other major administrative actions.
10. Reviews and monitors the vendor data base and ensures that CARE International policies and procedures are adhered to in the purchasing of goods and services and takes corrective action as required.
11. Review and monitor and present on all data produced from the various programme support departments, providing feedback and corrective action where applicable.
12. Authorize administration department budgets, and in consultation with SMT recommends staffing and policy development and/or revisions in consultation with the Country Director liaise with GOZ offices, lawyers and others when required for protocol or trouble shooting purposes.
Responsibility 3: Provides overall management to the Country Office’s Information Technology (IT) unit to ensure that optimum administrative support is provided to services to Country Office projects within CARE International operational procedures.
1. Authorize IT budgets, staffing plans, goals and objectives.
2. Review and monitor IT policies, systems and procedures and initiate development and/or corrective action as required.
3. Work closely in consultation with HQ to ensure that a viable, cost effective network is in place and maintained
4. Directly supervises the IT/Systems Administrator, ensures external support where necessary and provides team leadership to the unit.
Responsibility 4: Audit preparations, lessons learned and implementation of support systems related to audit recommendations as appropriate.
1. Ensure proper registration and archiving of projects key documents such as contractors completion reports, beneficiaries lists, assets handover records, donation certificates,…etc;
2. In coordination with Finance and risk management team, provide assistance in the preparation and planning for external and internal audits;
3. Assists COs in developing formal audit response, action plan for addressing related findings, and implementation monitoring;
Responsibility 5: Assists the Country Director in overall Country Office management in order to ensure that the Country Office most effectively pursues the achievement of the organizational purpose and the country strategy.
1. Assist in liaison with, and represent CARE to, the host government, donor, local and international agencies, vendors and others where applicable.
2. Participate in CARE forums when required.
3. Performs any other duties as required by the Country Director or CARE headquarters.
Responsibility 6: Risks identification, registration and management
1. In coordination with Director Finance develop program support risk matrix, review regularly and communicate results to COs and senior management;
2. Ensure that the COs risk register is up to date and at the expected quality;
3. Develop risk management as well as risks monitoring plans, closely monitor mitigation and corrective actions to minimize impact;
Responsibility 7: Responsible for safety and security planning and critical incidents
1. Provide leadership in safety and security planning, ensuring plans are up to date and relevant with a crisis management team and focal security persons around the country
2. Liaise with UN and other INGO, Embassies in relation to security planning and forecasting
3. Be responsible for training of staff in safety and security guidelines
4. Work with HR to ensure that safety and security briefings are current and being performed on every relevant occasion;
5. Track all road accidents involving CARE staff and ensure follow through with necessary stakeholders including insurance, police and other.
Responsibility 8: Liaison with CARE Canada HQ
1. Ensure that all CARE Canada policies and procedures are implemented fully following the Country Office Finance Manual as well as other CI manuals
2. Safeguard and propagate CARE Canada interests in dealings with external parties in your areas of responsibility e.g. other CI Members, Host Country Governments etc. through proper review of Contracts, Individual Project Implementation Agreements and other legal documents.
3. Liaise with HQ and other CI members as required and ensure that all reports/information due to them are submitted in a timely manner
4. Ensure that the CO policies and procedures are in line with CARE Canada’s policies and procedures
5. Respond to queries and correspondence from CARE Canada and other CI members.
6. Provide adhoc reports and analysis as requested by the Director Financial Performance and Risk Management, International Operations CARE Canada
Competencies:
· Able to work under pressure: Organizational planning; Work well in team context
· Accurate and timely reporting:
· Good understanding of risk management: Budget compliance and oversight: Appropriate and effective financial oversight; Master all relevant financial systems
· Effective implementation of personnel policies & understanding HR cost risks: Effective use of administrative systems
· Innovation/Use of best practices;
· Master all required information systems.
Education and Certifications
· University degree in management, business administration or a related field (must be able to provide documentary evidence of the degree for work permit application)
· Master’s degree in relevant discipline, legal / business management background would be an asset and preferred
Minimal requirements:
· Minimum eight years of international development or humanitarian assistance experience in senior program support roles.
· Excellent management skills and experience.
· Strong finance, administration, logistics and audit skills and experience.
· Excellent team building, coaching and mentoring skills and proven experience in managing multi-sectoral teams.
· Strong interpersonal and intercultural communication skills.
· Excellent organizational, written communications and interpersonal skills.
· Excellent oral and written communication skills required in English.
Contact information:
Please apply online at www.care.ca . You will need to register before submitting your application.
We thank all candidates for the responses to this advertisement. However, we regret that we will be able to contact only short listed candidates.
Assistant Country Director, Program Support CARE International
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