Democratic Republic of the Congo: HR and Administration Manager - DRC

PROGRAM/DEPARTMENT SUMMARY:

Mercy Corps has been operating in the Democratic Republic of the Congo (DRC) since August 2007, with a staff of around 200 people working in North Kivu, South Kivu and Kinshasa, implementing emergency and longer-term development programs with funding from USAID/FFP, USAID/OFDA, DFID, UN agencies and private donors. Current Mercy Corps activities focus on the provision of Water, Sanitation and Hygiene (WASH) services in camps of internally displaced people, but also large-scale WASH infrastructure and service delivery development in urban centers. Mercy Corps also has Food Security, Economic Recovery/Development and Governance programs, with an increasing shift towards transitional and integrated development programming. The DRC team has a strong commitment to providing entrepreneurial and innovative solutions to development challenges. Mercy Corps is actively seeking to improve performance across and among its programs and teams and to enhance the mission’s ability to learn through quality monitoring, evaluation, accountability and information management systems that will provide robust evidence to use in strategic decision-making and programmatic design and re-design.

GENERAL POSITION SUMMARY:

Under the supervision and guidance of the Operations Director, the HR/Administration Manager is responsible for managing all aspects of the Human Resources and Administration Department of Mercy Corps’ DR Congo. Working closely with the administration staff, he must ensure that the system of human resources (global rules and procedures) is well established and well adhered to by all staff (national & expatriate) in the DRC.

He will manage the overall operation of the HR and Administration of the Goma office and provide functional support to field offices. Working closely with the operations team, ensures that all details of activities operate under the administrative rules and procedures of Mercy Corps. He will ensure that the tasks assigned to administration, documentation, leases, office management, visitors and travel management, personnel management, are performed timely and in compliance with Donor and Mercy Corps procedures. He ensures that office building, guesthouses, and other Mercy Corps’ facilities are maintained regularly; ensure smooth functioning of the equipment and utilities in each location.

ESSENTIAL JOB FUNCTIONS:

Legal aspects and representation

• Obtain all necessary permissions and documentation for easy operating Mercy Corps projects in the DRC, and follow the appropriate agreements for their renewal
• Advise the whole staff on the best current practices in the DRC, as well as current legislation relating to tax laws, visas, travel restrictions, customs services and labor code
• Advise the Country Director, heads of projects and other expatriate staff on government policies and procedures, the taxation system and the interaction with the government
• In close coordination with the Lawyer, ensure that Mercy Corps’ DRC staff regulations, contracts, documentation, policies and procedures are in line with the laws of the Government of the DR Congo and in compliance with Mercy Corps and Donor regulations
• Manage all HR functions in accordance with Congolese law (e.g. the Labour Code) and procedures of Mercy Corps, i.e. recruitment, orientation, performance evaluation, career development, training, diversity training, risk management and maintenance of complete records
• Stay informed on an ongoing basis in terms of current legislation and changes relating to HR policies and "best practices" to ensure that current policies and future staffing, employment practices and compensation packages are within the standards, procedures, guidelines and policies established by Mercy Corps, as well as Congolese national laws

Human Resources (HR)

• Conduct routine activities of human resources office of Mercy Corps, attend program operations, manages the work plan of Human Resources
• Serve as the primary contact person for all HR related matters of Mercy Corps DRC and maintain good relations and representation with government and NGOs working in DR Congo
• Make sure that personnel management matrices (matrix personnel, leave, attendance, performance, discipline, presence / absence, contracts etc.) are followed by officers
• Develop and evaluate policies of the National Staff, the Procedures Manual, and recommend changes required new or existing policies and practices of personnel management
• Manage Mercy Corps’ DRC Health and Medical Expenses Policy, track expenditures, etc
• Conduct surveys on the benefits and wages periodicals, classify positions, set compensation levels and makes sure that job descriptions are prepared. Coordinate and monitor the compensation of employee compensation and benefits for all the ability, equity, accessibility to ensure consistency and fairness in the organization and comparability with other appropriate organizations
• Manage disciplinary process, and other procedures related to the termination of contracts in accordance with the internal policies of Mercy Corps and the labor code of the DRC
• Work with relevant supervisors and line managers to ensure that the position descriptions of the staff are reflecting their work and are updated; and develop Scope of Work, Terms of Reference and PDs for short-term, contracted staff members and consultants
• Ensure that all HR related paperwork, personnel files and other documents are maintained and updated
• Provide direct support to ensuring that all MC DRC offices meet minimum standards in HR and Administration.
• Develop and maintain a comprehensive dash board for HR and Administration, to ensure follow-up and analysis is updated on a weekly and monthly basis
• Develop an HR and Administration strategic plan for Mercy Corps DRCRecruit, manage, train and motivate an informed, skilled and efficient team. Incorporate performance management systems (including key performance indicators) and staff development strategies into the team building process

Administration

• Ensure that new employees / guests they receive a welcome pack and other essential Mercy Corps information / briefs. Ensure that the welcome packs are kept up to date
• Follow-up on property maintenance, repair requests and property management in general and ensure presentable look of the Mercy Corps’ office
• Management (issuing / gathering) keys to all Mercy Corps premises in Goma. Ensuring that key management is carried out correctly throughout the whole mission
• Manage lease matrix for rental properties
• Ensure that accommodation and transportation arrangements are made for new comers and for those traveling in and out of town
• Make sure that Flights are booking for all in/out staff as needed and ensure that proper documentation is received from the staff (Travel Approval Forms, etc.)
• Make sure that staff contact lists and other information periodically are updated, maintained and distributed
• Ensure that all official documents such as visas and identification of international personnel are achieved and renewed in a timely manner and that the list of visas and other official documents is updated weekly

Coordination and Representation

• Represent Mercy Corps at the expatriate Administration coordination meeting.
• Liaise with Finance Department, Logistics Section and Programs, so as to ensure proper coordination
• Uphold Mercy Corps’ Zero tolerance policy to corruption.
• Represent Mercy Corps on external HR and Administration related forums, meetings, coordination etc;
• Behave both professionally and personally, in order to preserve the image of Mercy Corps and to not jeopardize its humanitarian mission in the DRC;
• Ensure that all systems are centralized and that other offices adhere to the Mercy Corps DRC systems
• Any other duties assigned.

Organizational Learning: As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve - we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

Accountability to Beneficiaries: Mercy Corps team members are expected to support all efforts towards accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.

SUPERVISORY RESPONSIBILITY: All HR, Administration staff.

ACCOUNTABILITY:

REPORTS DIRECTLY TO: Operations Director for DRC

WORKS DIRECTLY WITH: Heads of Office, Program Managers, Finance Manager & Finance Director, Security Staff

COLLABORATES WITH: All MC Operations team as required

KNOWLEDGE AND EXPERIENCE:

• 3-5 years field experience in HR/Administration with INGOs with supervisory responsibilities.
• Demonstrated understanding of complex environment, related security concerns and appropriate responses with experience in insecure context. Working experience in DRC a strong added advantage.
• Demonstrated attention to detail, following procedures, meeting deadlines and problem-solving independently and cooperatively.
• Knowledge of Mercy Corps systems and procedures desirable; solid knowledge of donor regulations (USAID, OFDA, DFID, EC, UN) a strong added advantage.
• Excellent negotiation and representation skills.
• Effective organizational, prioritization and result management.
• Excellent verbal and written French and English skills required. Swahili can be an advantage.
• Ability to work effectively with an ethnically diverse team in a sensitive environment.

SUCCESS FACTORS:

The successful HR/Administration Manager will be good at problem solving and have the ability to work out methods to deliver successful programs while demonstrating excellent stewardship of donor funds and compliance with MC and donor regulations. S/he will maintain strong cooperative relationships with other departments and interact effectively with international and national personnel both in a managerial as well as training capacity, while demonstrating the ability to multi-task, meet deadlines and process information in support of changing program activities. S/he will be able to live and work closely with a diverse team of individuals in a highly intense and fluid work and security environment and be willing to travel regularly to Mercy Corps field offices and project sites. The most successful Mercy Corps staff members have a strong commitment to teamwork and accountability, thrive in evolving and changing environments and make effective written and verbal communication a priority in all situations.

LIVING CONDITIONS/ENVIRONMENTAL CONDITIONS:

This is an unaccompanied post based in Goma, DRC. The position is entitled to share staff housing in Goma and is not eligible for hardship but is eligible for one R&R per year. There will be up to 25% travel to sub-offices.

While conditions in the country are improving, and security is quite stable in Goma, there are still pockets of violence and insecurity and petty crime is on the increase. Mercy Corps' sub-offices experience variable levels of insecurity, with the situation closely monitored by UN peacekeepers. Years of conflict and corruption have badly damaged the country's infrastructure. Air travel is necessary to get from one end of the country to the other. There are virtually no telephone land lines in the DRC, though mobile phones and cellular service are widely available. Internet is limited, but available in all Mercy Corps offices. Travel to field sites will be required where living conditions are clean and secure, but basic. There are a number of health services available with several evacuation options for serious illnesses. There’s reasonable access to most consumer goods, although they can be expensive.

Mercy Corps Team members represent the agency both during and outside of work hours when deployed in a field posting or on a visit/TDY to a field posting. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and Mercy Corps' policies, procedures, and values at all times and in all in-country venues.

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