Democratic Republic of the Congo: Finance, HR and Admin Coordinator

Job Title Finance, HR and Admin Coordinator

Organisation Johanniter-Unfall-Hilfe e.V. / Johanniter International Assistance

Organisation Description

Johanniter-Unfall-Hilfe e.V. (www.thejohanniter.org) is a German Christian non-governmental organisation, dedicated to excellence in the field of first aid, ambulance service, social service programmes and other projects in the medical and social field. The Federal Headquarters are based in Berlin, Germany. Johanniter International Assistance is the operational unit for humanitarian aid, development co-operation and emergency relief, implementing and supporting mostly health projects worldwide.

Job Location Goma, Democratic Republic of Congo

(with occasional travels to field locations and offices)

Closing Date Application18^th May 2016

Estimated Date of Interviews between 24^th and 26^th May 2016

Project Description

Johanniter has been active in DRC since 1995, with a focus on North Kivu since 2008.

The overall objective of Johanniter International Assistance’s Program in North Kivu, DRC, is to reduce mortality and morbidity by improving the health conditions and reducing vulnerability of IDPs and host population. Johanniter’s interventions aim to improve, in close cooperation with the MoH, the provision of and access to quality primary health care and to support the improved nutrition status of children under five, pregnant and lactating women and other vulnerable people (such as elderly people, people with disability, people living with HIV/AIDS, and survivors of SGBV). Furthermore, the improved access to water, sanitation and hygiene is part of Johanniter’s DRC programme.

Job Responsibilities and Accountabilities

Overall Job purpose:

Coordination of all financial and HR administrative processes of Johanniter project activities in DRC in close collaboration with the Country Director.

Reporting lines

Reporting to: Country Director Djibouti (direct supervisor)

Head of Africa Desk in Berlin headquarters (second line supervisor)

Receives technical advice from: Regional Head of Finance Africa, Nairobi

Head of Desk Finance, Berlin headquarters

Working with: team of international/national staff

Standing in for: Logistics and Construction Coordinator, Pharmacist

Replaced by: Logistics and Construction Coordinator, Pharmacist

Tasks

Finance:

Accountancy:

• Assure Johanniter’s financial procedures are in compliance with government and donor financial obligatory law and regulations

• Filing documents, allocation of expenditures, vouchers registration, balance checking

• Monthly field accounts and timely preparation of financial reports for donors and headquarters (BVAs, monthly closing, bank transfers, cash requests, travel claims) in compliance with donor and Johanniter procedures

• Management of bank accounts, money transfers and maintain good cash flow in compliance with guidelines of donors and Johanniter

• Supervision of payment orders and improvement of payment procedures

• Organising and coordination of internal or external audits

• Taking measures for cost controlling in consultation with the Country Director

• Report immediately if any irregularity (fraud, cheating, etc.) noticed

Budget Management:

• Prepare overhead and project budgets, budget revisions and extensions in compliance with financial guidelines of donors and Johanniter

• Monitor budgets, give relevant advice concerning financial matters and inform Country Director, Project Coordinators and HQ desk officer regularly on financial status

• Verify and support partner organisations with financial reporting

Logistics:

• Cross-check compliance with Johanniter’s procurement procedures, government obligatory regulations and donor guidelines. Assure all supporting documents are available.

HR:

• Coordinate the planning, recruitment, selection, briefing/debriefing and well-being of all local staff

• Pay local staff according to national labour law and Johanniter guidelines, including timely payment of Staff Social Security, income tax or other taxes as required by labour law.

• Supervise and train the team of Admin and Finance Assistants and support staff, including periodic staff appraisals, in field offices and in Goma

• Ensure that all staff have valid contracts and job descriptions

• Draft contractual HR engagements after consultation with a local solicitor and the Country Director

• Provide HR guidance and consultative support to the Country Director and Project managers.

• Maintain systematic HR databases and filing systems (incl. staff lists, leave register, etc).

• Follow up changes of rules and regulations in national law for the employment of local staff and up-date Johanniter National Staff Handbook in line with Djiboutian and JUH regulations and People in Aid recommendations

• Follow-up on visa and work-permits for expats

• Coordinate planning of annual leave and R&R of expats and local staff where applicable.

Administration:

• Draft and follow-up any contractual engagement (rental, vehicles, MoUs, Registration, etc) in consultation with the CD

• Set-up and maintain a systematic hard and soft copy filing system for all administrative matters

Other:

• Assist the Country Director in security management

• Regularly coordinate all above mentioned aspects with the Country Director and the Desk Officer and Controller in Berlin

• Assist the country office team in translating guidelines and templates into French

• Support Country Director in all other tasks.

Person Specification

Profession/Qualification:

University Degree in Business Administration / Accountancy or equivalent degree OR relevant work experience in similar position

Experience:

• At least 3 years of experience in accounting, financial management, and HR procedures in the field of humanitarian aid / development cooperation

• Experience in working with public donors

• Ability to write reports and procedure manuals

• Working experience in DRC is a plus

Skills:

• Financial Management

• Proficient user of accountancy and financial software

• Excellent reporting and computer skills

• Fluency in English and French with excellent verbal and written communication skills;

• Knowledge of German is a plus

• HR management skills

• Cultural sensitivity and team competence

• Sense of delegation and commitment to local capacity building

Terms and Conditions

Start date: asap

Contract duration: definite contract for 1 year (with possible extension)

Remuneration: Between 38.410 € and 40.431 € annual gross salary (according to Johanniter AVR-J internal tariff and depending on relevant previous working experience).

Benefits: - social security provisions (lump sum 375€ per month) (for expats not falling under so cial security)

• international insurance package

• 29 days annual paid leave plus additional R&R regulations

• yearly home flight (for contracts > 1 year)

• Per diems (for international postings) for days in project country (currently 56€ per day)

Please note that this position is unaccompanied.

Contact and application

Applications for this position (including a cover letter, CV, reference contacts of three former supervisors as well as job certificates in case available) should be sent to: staff@johanniter.de. Please indicate “DRC, Finance and HR Coordinator” in the subject line of email and mention your earliest date of availability. Closing date for applications**: 18^th May 2016**. Interviews are scheduled for between 24^th and 26^th May 2016.

Please be advised, that due to the urgency of the situation, we might start short-listing even before the end of the deadline. Only short-listed candidates will be notified.