Save the Children International: Head of Support Services - (Finance / HR / Admin / Logistics)

Save the Children International
Please note: this opportunity closing date has passed and may not be available any more.
Opportunity closing date: 
Friday, 28 April, 2017
Opportunity type: 
Employment

Position: Head of Support Services (Finance / HR / Admin / Logistics)
 
LocationHatfield, Pretoria - with some travel approx. 5% - 10% per annum
 
Duration1 year Fixed term Contract
 
Save the Children International is the world's leading independent organisation for children. We work in around 120 countries. We save children's lives; we fight for their rights; we help them fulfil their potential.
 
Key Areas of Accountability
 
As a member of the Senior Management Team, contributes to:

  • Leadership of the RMCPU programme office in Pretoria
  • Supports the development of an organisational culture that reflects our dual mandate values, promotes accountability and high performance, encourages a team culture of learning, creativity and innovation, supporting our people to deliver outstanding results for children and excellent customer service for colleagues, members and donors
  • Supports the design and implementation of a coherent organizational structure that is appropriate to program needs and consistent with agency practices
  • Supports maintaining and improving active and regular working relationships with: host government authorities, partner agencies including humanitarian and development donors, and local and international NGOs
  • Ensures Pretoria Office complies with all Save the Children policies and procedures outlined in the Program Quality Framework
  • Ensures that all required support is provided promptly, at scale and in line with the rules and principles during emergencies, working closely with the Regional Office
  • Works closely with the head of Programmes to ensure thematic leads have effective operational support services

Logistics

  • Ensures all logistical support to programs is timely and efficient, cultivates a solutions oriented approach to ensure compliance with all SCI logistics policies and procedures, coordinating trainings for program managers to build their knowledge and comfort with procurement best practices
  • Responsible for daily managerial oversight of the procurement/logistics function and the provision of procurement/logistics support to all RMCPU programmes
  • Supports the development, implementation and compliance with the country office logistics/procurement manual, and liases with the regional office as needed for technical support and assistance
  • Provides supervision and support to the management of SCI assets, including effective management of asset register and disposition of any unused/unneeded assets
  • Provides supervision and support to ensure effective fleet management, ensuring we use our resources effectively and efficiently

Staff Safety and Security

  • Work with Regional Office and provide leadership to the Safety and Security Focal person to ensure that the staff and assets of save the Children Pretoria are safe and secure
  • Ensure that safety and security is considered in all aspects of our program
  • Monitors implementation of the Country Office Safety and Security Management Plan, supporting the decentralization of the Safety Security Focal Points to carrying out periodic security assessments

Administration and Facilities Management

  • Lead administrative function to ensure the provision of effective administrative support across the country program
  • Ensure sophisticated, efficient, cost effective Information Technology Systems are in place
  • Ensure legal compliance with Government of South Africa regulations and laws and SCI standards and policy
  • Oversee the overall maintenance of the office premises, facilities assets and equipment (physical work environment) and ensure that these are secure and efficiently utilized
  • Ensure understanding and compliance with Health and Safety regulations
  • Ensure that internal and external communications systems function effectively and efficiently
  • Ensure appropriate insurance cover is in place and organisational risks are minimised considering suitability and types of cover available
  • Ensure provision of high quality logistical support to guests, visitors including partner organisations involved in SC activities   
  • Review and assess running costs in order to make savings and or upgrade as needed.

Human Resources

  • Lead the Human Resources function to ensure that effective advice and support are provided to managers and staff on interpretation and application of policies and procedures and on other HR related matters
  • Supervise the implementation of dual mandate HR practices and processes aligned with the organisation’s overall strategy and quality framework to meet the evolving needs of the organisation
  • Ensure appropriate recruitment, retention and succession of staff including the design and implementation of compensation and performance management systems relevant for both development and emergencies, and career development for staff
  • Ensure appropriate and adequate emergency HR procedures are detailed in the Country Office Emergency Preparedness Plan in order to enable rapid scale up and facilitate the HR aspects (such as deployment mechanisms) of the Country's Emergency Response Team
  • Monitor and advise on disciplinary matters in accordance with established policies and procedures and Labour Law of South Africa
  • Ensure that any conflict, grievance and harassment cases are effectively mediated
  • Ensure that staff and Save the Children partners are aware of and adhere to the Child Safeguarding Policies
  • Monitor staff morale and well-being and take appropriate actions especially in the initial operating phase of SCI.

Planning and Budgeting

  • Work along with the Head of Programmes, Senior thematic leads and RMCPU Director in developing plans to meet funding and programming needs. This includes diversification of funding resources
  • In close collaboration with the Finance Manager, leads the RMCPU team through the annual planning process.
  • Accountable for total strategic financial management of RMCPU and delivering financial results in accordance with the RO / Centre requirements.
  • Identify and effectively manage all key risks, especially financial, related to delivering the RMCPU program.  Work with colleagues to develop mitigation plans at proposal stage
  • Ensure effective delegation of authority exists within RMCPU and is understood and implemented
  • Ensure appropriate and adequate emergency finance and grants procedures are in place in the Country Office Emergency Preparedness Plan in order to enable rapid scale up
  • Support the decentralization of budget holding responsibilities through the area management structure

Financial Accounting, Reporting, and Control

  • Together with the Finance Manager, ensure effective Financial Management in the Country Office financial systems and ensure the SMT and all budget holders are updated on a monthly basis about budget variance analysis; supports the Finance Manager to adapt such reports to meet SMT and budget holder management needs
  • Ensure that systems are in place for the control of all assets, funds, equipment, property, and facilities; ensuring submission of timely financial reports to centre, Regional Office and donors as required
  • Ensure that effective systems are put in place, and regularly reviewed, to ensure adequate financial management and control.
  • Ensure close and effective collaboration between the Finance, Grants and Program Implementation teams in all aspects of program development and implementation.
  • Ensure close collaboration between Finance and Awards team to ensure all SCI defined Non Thematic costs (support costs) are allocated proportionally to all awards and in compliance with any donor regulations

Staff Management, Mentorship, and Development – Support Services

  • Ensure appropriate staffing within Support Services, coordinate the effective recruitment, training, and promotion of staff as appropriate and ensure availability of appropriate professional development opportunities for staff.  
  • Ensure that all Support Services staff understand and are able to perform their roles in an emergency
  • Lead Support Services team; define expectations, provide leadership and technical support as needed, and evaluate direct reports regularly
  • Incorporate staff development strategies and Performance Management Systems into team building process. 
  • Manage the performance of all staff in the Support Services work area through:
    • Effective use of the Performance Management System including the establishment of clear, measureable objectives, ongoing feedback, periodic reviews and fair and unbiased evaluations;
    • Coaching, mentoring and other developmental opportunities;
    • Recognition and rewards for outstanding performance;
    • Documentation of performance that is less than satisfactory, with appropriate performance improvements/ work plans or other actions

Qualifications, Experience and Skills

  • Recommended a minimum of 5 years management experience in a corporate or an NGO environment, including leading finance and administration teams. Ability to plan and organise a substantial workload that includes complex, diverse tasks and responsibilities in both development and emergency contexts
  • Excellent financial management skills
  • Willingness and ability to dramatically change work practices and hours, and work with incoming surge teams, in the event of emergencies
  • Demonstrated credibility with colleagues and stakeholders at all levels of an organization
  • Excellent oral and written communication skills in English
  • Strong interpersonal skills with the ability to demonstrate skills in leading a multi- disciplined team through a period of change
  • Leadership skills, including the ability to supervise and motivate qualified professional staff with strong personal value systems
  • Analytical, decision making and strategic planning skills and the ability to handle multiple priorities
  • Ability to coach, mentor, delegate appropriately and provide developmental guidance to supervised staff
  • Team building skills
  • Competent level skills in core IT applications, particularly MS Office
  • A commitment to the values and principles of SC
  • Experience of exposure to developing countries
  • High level of commitment to the principles of development and to the organizational and programmatic goals of Save the Children

Please send cv’s and motivational letter to scijobs@savethechildren.org          
 
Closing date: 28th April 2017

Location: 
Pretoria

NGO Services

NGO Services