FTA-Fixed Term Appointment
Job type: Contract
Location: Chad, Kenya, Zambia, Zimbabwe
Organisation: CARE - Canada
Job Title: Assistant Country Director (ACD), Program Support (PS)
Contract type: determinate
Work location: To be determined. This recruitment is anticipated depending on future CARE Canada Country Office’s needs.
Contract start date: To be determined
Contract Duration: minimum of 1 year
This anticipatory selection process will be used to create a Qualified Pool of candidates to fill future ACD, PS vacancies of various tenures.
**Only if you are short-listed for a position, we will contact you to schedule an interview**
The ACD, Program Support provides an overall management of the Mission’s various support units; Finance, Human Resources, IT, Procurement, Fleet, and Administration to ensure optimum support to projects within the policies of CARE and the laws of the Country Office (CO). The ACD – PS provides training, mentoring and coaching to senior programme support managers 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 managers enforce compliance with these systems. Assists the Country Director in overall management of the Mission.
Travel Requirements to Sub-Offices: to be determined.
Responsibility 1: Provides overall management of the Mission’s Finance Department to ensure that optimum financial support is provided to CARE Country Office projects within established CARE financial policies and principles and within the standards set by the mission.
* Provides advice to the Country Director (CD) on financial matters, particularly the monthly review of the balance sheet.
* Assists the project managers with donor contracts, and gives advice at the project proposal stage (on the financial aspects of same).
* Reviews and monitors the Missions financial policies, systems and procedures and initiates development or correction as required. When financial policies are to be changed or new ones introduced, the ACD will ensure there is liaison and consultation with the SMT (Senior Management Team).
* Liaise with the ACD Programs, to ensure that the contract liabilities are collected in a timely manner and that project expenditures are in line with the contract budgets.
* Authorize Mission statements, staff payroll, financial reports, adjusting journal entries, cash receipts and signs cheques and bank letters.
* Supervises the preparation and submission of the Mission budgets by line managers and finance staff, to ensure that budgets reflect Mission needs and CARE Canada (CC) budgetary requirements.
* 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 the CARE Country Office finance requirements and standards.
* Relays the macro direction, for the Mission and CC, to all finance departments and finance managers. Authorizes overall finance plans for budgets, staffing, and procurement and makes final decisions on policy-level financial matters and provides an over view to the department on investments, banking, and foreign transactions.
* Audits the accounting practices of the Mission finance staff through the authorization of various documents and financial instruments, and takes corrective action as necessary.
* Directly supervise the Manager and provide general team leadership for the Finance department.
Responsibility 2: Provide overall management of the CO’s Human Resource Department to ensure that projects are provided with the support required to enable their optimum and most efficient utilization.
* Review and monitor CO human resource policies, systems and procedures, and initiate correction as required, ensuring consultation within the CO through the SMT.
* Authorize personnel actions up to prescribed limits of authority, and make recommendations to the Country Director for decisions which exceed the prescribed authority limits.
* Review and monitor the adherence of the CO to CARE personnel policies and the laws of the country, and initiate corrective action as required.
* Review and monitor CARE CO’s salaries and benefit policies and levels in order to attain optimum motivation and cost of human resources.
* Review and monitor the production and use of personnel data within the CO, ensure adequate maintenance of confidentiality and take corrective action as required.
* Authorize Human Resources Department budgets, staffing plans and department goals and objectives.
* Review and monitor CO training, staff development, gender and development (GAD), technical assistance and consultancy strategies, and initiate development or corrective action as required.
* Directly supervise the CO Human Resources Manager and provide team leadership to the department.
Responsibility 3: Provides overall management to the Mission’s Administration department to ensure that optimum administrative support is provided to the CARE Country Office projects within established CARE Canada operational principles.
* Review and monitor Mission administration policies, systems and procedures and initiate development and/or corrective action as required. (Administration includes legal affairs; administrative liaison with the Country Office Government; the management of buildings and properties; fleet management; asset management; procurement, shipping, office equipment and office supplies, etc).
* Review and monitor the adherence of the mission to CARE operational policies and to the laws of the Country Office and initiate corrective action as required.
* Review and monitor the CARE Country Office vehicle use and practices in order to attain optimum efficiency of CARE’s vehicle fleet.
* Authorizes property leases, major contracts and all other major administrative actions.
· Reviews and monitors the vendor data base and ensures that CARE Canada policies and procedures are adhered to in the purchasing of goods and services and takes corrective action as required.
* Review and monitor the production and use of administration data within the Mission and initiate development and correction of such practices as required.
* Authorize administration department budgets, staffing and goals and objectives and in consultation with the SMT, make final decisions on policy level administrative matters after consultation with the SMT.
* Consult and liaise with the Country Office Government offices, lawyers and others when required for protocol or trouble shooting purposes.
* Directly supervises the Administration Manager and provides team leadership to the department.
Responsibility 4: Provides overall management to the Mission’s Information Technology (IT) unit to ensure that optimum administrative support is provided to service CARE Country Office projects within CARE Canada operational procedures.
* Authorize IT budgets, staffing plans, goals and objectives.
* Review and monitor IT policies, systems and procedures and initiate development and/or corrective action as required.
* Directly supervises the IT manager, and provides team leadership to the unit.
Responsibility 5: Assists the Country Director in overall Mission management in order to ensure that the Mission most effectively pursues the achievement of the organizational purpose and the country strategy.
* Assist in liaison with, and represent CARE to, the host government, donor, local and international agencies, communities and the general public for his/her sphere of operation.
* Participate in CARE forums (in Country and internationally) when required.
* Performs any other duties as required by the Country Director or CARE headquarters.
* Able to work under pressure
* Accurate and timely reporting
* Appropriate and effective financial oversight
* Budget compliance and oversight
* Effective implementation of personnel policies
* Effective use of administrative systems
* Innovation/Use of best practices
* Master all relevant financial systems
* Master all required information systems
* Organizational planning
* Work well in team context
Education and Certifications
• University degree in management, business administration or a related field
• Minimum 5 years of international development or humanitarian assistance experience in program support roles.
• Excellent management skills and experience.
• Strong finance, HR, administration 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.
-Depending on the location, excellent oral and written communication skills may be required in English or French or both;
We thank all candidates for the responses to this advertisement. However, we regret that we will be able to contact only short listed candidates.