Head of Systems and Operations for Zambia

Description

Contract Length: One year with a desirable extension

Country Programme: Zambia

Base: Mongu (ZMB) 50 %, Lusaka (ZMB) 50 %, with regular trips field offices if needed

Line Manager: Country Director; technically the HoSO is supervised by the Regional Head of Systems and Operations based at HQ.

Starting date: January 2025

About the Zambia Country Programme of People in Need:

People in Need (PIN)  is an international non-profit organization providing relief and development assistance in over 20 countries worldwide. Formed in 1992, PIN has grown to be the biggest organization of its kind in Central Europe, providing relief where it is needed, and empowering civil society in Czech Republic, Eastern Europe, Africa and Asia.

We have been present in Zambia since 2017. Our main office is in Mongu, Western province, and we have been implementing projects focusing on multisectoral response covering nutrition, agriculture, livelihood, education, WASH and energy.

About the role:

Under the direct supervision of the Country Director, the Head of Systems and Operations (HoSO) will be responsible for providing technical support, guidance, and supervision to the finance, logistics and HR departments. HoSO will ensure that procedures and processes are in place, unified, and in line with PIN´s and donor guidelines. HoSO also directly leads the process of development and staff capacity building across the departments in terms of the systems and operations.

Main Duties & Responsibilities:

•       Ensure that Systems and Operations support the implementation of the Country Strategy and that procedures and regulations are implemented in full transparency and in compliance with donor and PIN rules;
•       Ensure standardization of processes/procedures related to operations of finance, HR and logistic;
•       Ensure effective communication between support (finance, logistic, HR) and program departments;
•       Supervise overall country program economy including identification of gaps, financial and procedural risks, and provision of appropriate solutions;
•       Oversee the budgets of support departments, improve needs planning and coordination, and contribute to planning needs for new projects with regards to support departments;
•       Provide technical support and guidance to the finance team to ensure effective operations and coordination between budgeting, drawing and accounting;
•       Provide technical support and guidance to logisticians to ensure effective operations and coordination between office management, fleet management and procurement, and stock and assets management including logistic budgets and planning;
•       Supervise HR agendas, including capacity development plans, plans of inductions and training, managing leaves, allowances, and evaluations
•       Manage local team and their continuous capacity building based on personal development plans;
•       Ensure that key support policies are continuously updated as required and appropriate to the context;
•       Ensure compliance with local legislation, rules, and regulations in terms of visas, tax, and labor law.

Main requirements:

•       University degree preferably in Finance/Economics, Logistic, Public Administration, Law or a related field;
•       Significant previous experience with managing systems, finance, logistics, administration, and HR;
•       Ability to work closely with senior management (Country Director and Head of Programmes) to shape the strategic direction of the country programme, ensuring that systems support programme implementation;
•       Experience with financial management, including budgeting, financial reporting, and compliance with donor regulations;
•       Knowledge of logistics and procurement processes, including asset management, fleet planning, and procurement systems that comply with donor regulations;
•       Experience in overseeing HR functions, including recruitment, capacity building, staff evaluations, and salary scale management, ensuring compliance with national regulations and organizational policies.
•       Ability to develop teams across logistics, procurement, finance, and HR;
•       Strong problem-solving skills in addressing operational challenges in complex environments, particularly in field locations, and ensuring operational efficiency under pressure;
•       Ability to foster team environment, promote respect, transparency, and personal responsibility, and create an environment where communication flows efficiently across all departments;
•       Excellent communication skills, including fluent spoken and written English;
•       IT literacy, advanced knowledge of MS Excel, working experience with accounting and economic software.

PIN Offers:

•        Working environment in a well-established middle-sized and continuously growing humanitarian organization in a challenging context;
•        Salary and benefits according to PIN salary scale and HR policies; expected salary of 3050 - 3200 EUR super gross monthly (based on experience), plus monthly subsistence allowance of 1500 USD;
•        Accommodation/housing allowance;
•        25 days of holiday per year;
•        Travel health insurance (covers health care incl. the repatriation);
•        Reimbursement of travel expenses with travel to the country of residence once every 6 months of work;
•        Reimbursement of costs of visas and vaccinations; assistance with the visa application procedure;
•        Reimbursement of the medical check-up before and after the deployment;
•        Free 24/7 medical helpdesk and psychological consultation available online;
•        Free access to e-learning sites, global PIN’s Induction Training, Knowledge and Learning department onboarding, and individually tailored capacity-building opportunities.

How to apply:

If you are interested in this position, send us your CV and short cover letter via our application form.

Please note only the shortlisted candidates will be contacted. Interviews will be conducted on rolling basis and the vacancy will be closed when filled.

 People in Need is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct and is committed to promoting the welfare of children and adults with whom People in Need involves. People in Need expects all staff to perform job duties and responsibilities in accordance with People in Need code of conduct and key policies (available at: https://www.peopleinneed.net/key-policies-4142gp). People in Need Staff will undertake the appropriate level of training.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.

We are committed to ensuring diversity and gender equality within our organization and encourage applicants from diverse backgrounds to apply.