GOAL JOB DESCRIPTION

Harare, Zimbabwe with considerable travel to field sites

OVERALL DESCRIPTION

General Description of the Programme
GOAL has been working in Zimbabwe since 2003, initially implementing humanitarian food distribution programmes and then diversifying into livelihoods and OVC support programmes, and more recently developing a Primary Health Care Programme.

Currently GOAL Zimbabwe has 2 field bases, in Rusape town (2 ½ hours drive SE of Harare) in Manicaland Province and in Karoi town (2 ½ hours NW of Harare) in Mashonaland West Province.  From Rusape GOAL is implementing programmes in 3 districts whilst from Karoi GOAL is working in 1 district.

Currently GOAL Zimbabwe is implementing activities in the following 4 programme areas:  1/ Targeted Vulnerable Group Feeding distributions in 3 districts during the famine season, as an implementing partner for the World Food Programme.  2/ OVC support programme through schools in 4 districts.  3/ A livelihoods programme focusing on small scale agriculture in 2 districts. 4/ A Primary Health Care programme in 1 district (pilot project commencing September 2008).

Currently GOAL Zimbabwe’s major funding sources are WFP, EC, UNICEF and GOAL private funding.

General Description of the Role:
GOAL Zimbabwe activities are growing rapidly due to the current escalation of humanitarian needs, and in line with this the demands on the programme support departments are growing enormously.  The Assistant Country Director (Systems) will work closely with the national Logistic Coordinator, Financial Controller, Human Resources and Administration Managers to ensure all the support systems meet the demands that the rapidly growing organisation places upon them.

The Assistant Country Director (Systems) is a key member of GOAL Zimbabwe’s senior management team and will also be expected to contribute to the overall development and running of the country programme.  Significant focus will be on expanding the capacity of the logistic department, maintaining and improving financial and Human Resource management, with particular emphasis on managing and building the capacity of key national staff.  He/She should partake in the weekly management meeting.

Overall objectives of the position:
Train, mentor and support key staff to ensure effective Logistics, Human Resource and Financial Control Management of the GOAL Zimbabwe Programme. 

KEY TASKS & RESPONSIBILITIES:

General:

• Develop a good understanding of the overall country programme;
• Deputise for the CD when CD is absent;
• Represent GOAL and the country programme, where relevant to external stakeholders;
• Agree with CD monthly and annual objectives, and provide CD with monthly report on progress;
• Act as part of the Senior Management Team of the country programme, and chair meetings in absence of the CD.
• Perform other tasks, as required by the Country Director

Logistics Management Systems: The Assistant Country Director (Systems) will work closely with the Logistics Coordinator to ensure that work areas mentioned below are carried out to the highest possible standard:

• Support the Logistics Coordinator, through training and mentoring, to ensure proper implementation of GOAL Logistics manual and locally established systems & procedures;
• Lease closely with the CD and programme team to ensure that adequate resources are budgeted for and procured to support the implementation of high quality projects.
• Mentor the Logistics Coordinator in the general management of the GOAL Zimbabwe logistics departments;
• Train and support the Logistics Coordinator in the effective implementation of the GOAL Zimbabwe procurement activities and related paperwork;
• Review and provide guidance on procurement policies to ensure value of money and adequate specifications of items procured, as well as in areas such as code of conduct, ethics, fraud prevention and government procurement compliance;
• Ensure GOAL Zimbabwe IT and all other capital goods are managed appropriately in line with GOAL policies;
• Advise and support the Logistics Coordinator in improving and standardising the fleet management systems and devise systems to ensure efficiency;
• To oversee the Safety & Security System; professional approaches and systems as necessary. Devise and ensure adherence of security systems, train and support the Logistics Coordinator in this respect;
• To review stock management system as well as asset management system; review Logistics Coordinator’s proposals if any
• To liaise with GOAL International Logisticians support departments as appropriate to update and review logistics and procurement systems and standards.

Financial Control Systems:  The Assistant Country Director (Systems) will work closely with the Financial Controller to ensure that the following tasks are carried out to the highest possible standard:

• The timely and accurate submission of monthly reports to GOAL Dublin comprising the Management Accounts, DSR and other reports as required.
• The timely and accurate submission of donor reports, government reports and other reports to GOAL Dublin and/or the relevant authorities.
• The preparation of budgets for donor proposals, in accordance with donor guidelines and deadlines, in liaison with GOAL Dublin’s Operations Accountant.
• Preparation and finalisation of annual budget and quarterly rolling budgets for submission to GOAL Dublin.
• Monitoring and controlling of expenditure to ensure that it stays within available funding and agreed budgets using budget monitoring tools and highlight, as appropriate, under/overspends and agree actions required. 
• For proper budget monitoring ensure that budgets are allocated accordingly to Head Office and to Project Managers in the relevant regions, with separate identifiable coding.
• Preparation of the year-end financial statements, arrange and ensure timely completion of year-end audit.  Liaise with auditors with respect to donor and GOAL Dublin audit requirements and facilitate audit work.
• Maintain and improve appropriate systems of internal control, particularly with respect to Field Office sites, and make use of IT where possible to improve financial systems.
• Production of  relevant, useful and timely information to the Country Director with respect to GOAL Zimbabwe current financial position
• Capacity building of GOAL’s national financial staff including setting out a career path for each of them.
• Ensure that GOAL Ireland’s and GOAL Zimbabwe’s financial procedures and policies are adhered to at all times. 
• To ensure appropriate controls over cash management and that the authorisation charts is always current and followed by employees.
• Ensure confidentiality of all GOAL Zimbabwe financial data at all times, ensuring that no information is reported externally without sign off by the FC and/or Country Director
• Ensure Donor guidelines are followed at all times.

Human Resource Management Systems: The Assistant Country Director (Systems) will work closely with the Human Resource Manager and ensure that work areas mentioned below are carried out to the highest possible standard:

• Review and analyse organisational structures and present to the Senior Management Team and specially the Country Director
• Review human resource plan, actual vs. requirement balance, as well as human resource planning process
• Review the disciplinary and grievance procedures in accordance with the GOAL Zimbabwe admin/personnel manual and the Labour Law of Zimbabwe, provide advice and guidance to the HR Manager as needed
• Review system to ensure timely recruitment of appropriate new staff for GOAL Zimbabwe
• Overseeing of systems to ensure that employment contracts are issued/renewed/terminated as required.
• Review proper implementation of  performance appraisal systems in accordance with the GOAL procedures; make improvements, introduce changes as appropriate in order to have a more informative and objective result
• Overlook strict adherence to all GOAL Zimbabwe HR procedures and rules, in compliance with Zimbabwe Labour Law
• Provide guidance to HR Manager on continual updating the Personnel Manual to reflect changes in GOAL policies and the Zimbabwe Labour Law
• Support Line Managers to implement training and development plans for all GOAL Zimbabwe staff. Devise ways of identifying training needs and ensuring the applicability of same on the job. Advise Managers accordingly, provide support to HR Manager in identifying training and development programmes to be prioritised
• Support the HR Manager in reviewing staff legal cases; review reports produced by HR Manager on cases followed up by the Legal Officer
• Review all contracts with third parties; ensure compliance with the rules of GOAL and relevant Zimbabwe Law.

Requirements:

• Minimum 5 years previous experience in administration and logistics related management at a senior management level
• 3 + years of previous overseas management experience
• Education to degree level in a related subject
• Proven expertise in project planning, implementation, monitoring and evaluation
• An interest in capacity building/mentoring of teams
• An ability to travel (no more than 25% of time on average over the contract)
• Good skills in systems implementation and development
• Strong experience liaising with governmental / local authorities and other NGO’s.
• Excellent staff management and personnel skills
• Budgetary control and financial management skills
• Excellent analytical and writing skills;
• Candidate must be eligible to work in Zimbabwe.
  
  

This Job Description only serves as a guide for the position available.  GOAL reserves the right to change this document.