Administration Manager- DR Congo

emploi
Closing date: 05 Feb 2020

About Mercy Corps

Mercy Corps is a leading global organization powered by the belief that a better world is possible. In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions into action — helping people triumph over adversity and build stronger communities from within. Now, and for the future.

Program / Department Summary

Mercy Corps has been operating in the Democratic Republic of the Congo (DRC) since August 2007, with a staff of approximately 400 people working in Eastern DRC. Mercy Corps’ national office is in Goma with sub-field offices in North Kivu, South Kivu and Ituri provinces. Mercy Corps’ key programming areas include a combination of longer-term development and immediate humanitarian response programs in order to: 1) Improve water service delivery and ensuring equitable access to Water, Sanitation and Hygiene services, in urban and rural areas; 2) Improve food security and nutrition; 3) Promote diversified livelihoods, economic recovery and development. Mercy Corps DRC’s humanitarian programs aim specifically to assist populations affected by the conflict and crisis in Eastern Congo with multi-purpose cash assistance and emergency WASH support to displaced and host populations. Mercy Corps is also currently responding the unfolding Ebola epidemic in North Kivu and Ituri Provinces. The current annual budget includes resources from DFID, USAID, ECHO, UN-donors, Government of Netherlands, OFDA, FFP, SDC and others.

General Position Summary

The Administration Manager is responsible for managing all aspects of the Administration unit of Mercy Corps’ DR Congo. This role will manage the overall Administration of the Goma office and provide functional support to field offices administration team. Working closely with the operations team and others internal stakeholders, they will ensure that all details of activities operate under the administrative rules and procedures of Mercy Corps. The Administration Manager will ensure that the tasks assigned to administration, documentation, leases, office management, visitors and travel management, are performed timely and in compliance with Donor and Mercy Corps procedures. This role is responsible for ensuring that office buildings, guest houses, and other Mercy Corps’ facilities are maintained regularly; allowing each location to function efficiently.

Essential Job Responsibilities

Management of Strategic legal requirements

  • Design, implement and manage administrative systems for efficient office functioning.
  • Obtain all necessary authorizations and documentation for easy operating Mercy Corps projects in the DRC, and follow the appropriate agreements for their renewal.
  • In close collaboration with the Liaison and Protocol Senior Advisor, participate to all major meetings organized with local authorities.
  • Manage all air travel arrangements, visa documentation, work permits and other government requirements

Expatriate/Visitors Arrival and Visa Process Management

  • Oversee the arrival of expatriates and visitors by facilitating travel visa application and acquisition.
  • Ensure smooth communication within his team and with other departments when new expatriates arrive on the mission.
  • Proceed with visa request and renewal for all international staff and visitors.
  • Proceed work permits request for all international staff.
  • Facilitate local air travel arrangements for all staff.

Office Building and Guest Houses’ Management

  • Manage the organization needs in office building and accommodation for expatriates’ staff.
  • Ensure that the Guest Houses occupancy-tracking file is up-to date on monthly basis.
  • Ensure that assets inventories are done at all Guest Houses before during the entry and exit of individual expatriate staff and documentations are kept properly in the employee file.
  • Actively participate in the negotiation of lease contracts during renewals and during new apartments or building rental.
  • Monitor problem resolving with property owner.

Communications and Mobile Phone Management

  • Oversee monthly telephone credit management with Administration Officer.
  • Review the monthly payment requests for communication credits.
  • Participate in the resolution of conflict related the bills sent by providers in collaboration with the finance department.

Contracts and Agreements Management

  • Oversee all contracts agreements under the supervision of Administration Unit such as contract with the service provider within DR Congo, agreement with insurance companies, lease agreements, agreements with mobile telephone companies.
  • Provide support to Procurement and Logistic team through the legal review of all contracts before their approval.
  • Support Operations and Programs for the quality of the delivery of our various partners and if necessary participate in the launching of new calls for tender.

Team Management

  • Supervise the Liaison and Protocol Senior Advisor when dealing with litigation between Mercy Corps DRC local administrations at both national and provincial level (DGI, DGM, DGRAD, DGDA, Division provincial de finance).
  • Oversee the Guest House and Infrastructure Team Leader on of Guest Houses management and maintenance.
  • Supervise the Contractual Support Team Leader.
  • Manage all administration team members’ performance by setting SMART goals and objectives.
  • Hold weekly and monthly meeting with team.

Collaborating and Networking

  • Develop and maintain collaborative relationships with all departments and hiring managers to facilitate new hired onboarding.
  • Develop and maintain networking with DRC local administrations such as DGM, Commune, mairie (city hall) including all administrations for the success of Mercy Corps business in DRC.
  • Build effective partnerships with internal and external stakeholders to support Mercy Corps Business.
  • Collaborate with all unit of HR and Administration department to promote continuous improvement and foster information/idea sharing.

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 Community Partners

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

3 direct reports

Accountability

Reports Directly To: HR/Administration Director

Works Directly With: HR & Admin Team, Country Director, Senior Leadership Team, Programs Directors, All departments and Expatriate team members.

Knowledge, Skills and Experience

  • Bachelor’s degree or equivalent in business administration, social science or relevant field experience.
  • 5+ years of experience Administration management.
  • Female candidates are strongly recommended for this position.
  • Advanced experience with successful sourcing strategies for globally representative and diverse candidates.
  • Demonstrated experience and ability to create, implement, maintain and improve administration procedures and systems in a high-volume context.
  • Proficiency in MS Office, internet searching, and applicant tracking systems.
  • Demonstrated understanding DRC legal system and visa process requirements.
  • Ability to communicate, influence and problem solve effectively across diverse cultures and geographical distances with sensitivity.
  • Fluency in French and English required.

Success Factors

The successful individual will develop and maintain productive professional relationships with a broad spectrum of stakeholders within the organization and throughout the relief and development community. S/he will possess the ability to prioritize and manage multiple tasks simultaneously, while remaining focused on the quality of internal and external relationships and will be able to work effectively as the leader of a high-pressure function whose performance is key to the enduring success of Mercy Corps DRC. S/he will be flexible, resilient, possess sound judgment and have a good sense of humor.

Living Conditions / Environmental Conditions

This position is based in Goma, DRC and unaccompanied.

Travel up to 20%

The position is based in Goma, DRC and it requires travels to various locations within North and South Kivu. While conditions in the country are improving, there are still pockets of violence and insecurity and petty crime is present. Mercy Corps’ 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. 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 is reasonable access to most consumer goods.

Mercy Corps team members represent the agency both during and outside 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 MC’s policies, procedures, and values at all times and in all in-country venues.

Fostering a diverse and open workplace is an important part of Mercy Corps’ vision. Mercy Corps is an Equal Opportunity Employer regardless of background. We are committed to creating an inclusive environment.

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