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

Organisation Description

Johanniter-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.

Estimated Date of Interviews February 9th and 10th, 2017

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 and the Regional Head of Finance.

Reporting lines

Reporting to: Country Director DRC (direct supervisor)

Head of Desk in Berlin headquarters (second line supervisor)

Receives technical advice from: Regional Head of Finance (Kenya)

Head of Desk Finance, Berlin headquarters

Working with: team of international/national staff in DRC country office, regional finance unit, headquarter

Standing in for: Logistics & Construction Coordinator, Pharmacy and Supply Chain Coordinator

Replaced by: Logistics & Construction Coordinator, Pharmacy and Supply Chain Coordinator

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 and ensure relevant recommendations from audits are being implemented

• 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/control logistics and supply demands and documents are compliant 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 national staff including related administrative processes

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

• Ensure timely and correct payment of national 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.

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

• Trace execution of performance appraisals of all national staff

• Set-up up and implement a systematic system for learning and development for national staff

• Coordination of disciplinary procedures ensuring legal compliance and clear documentation

• Ensure implementation and maintenance of a transparent and fair compensation package for nationals staff

• Supervise and train the team of Admin and Finance Assistants and support staff (periodic staff appraisals, regular meetings, capacity building etc)

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

• • Ensure compliance with and follow-up changes of rules and regulations in national law for the em-ployment of national staff and up-date Johanniter National Staff Guideline in line with DRC and Johanniter regulations and CHS recommendations

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

• Coordinate planning of annual leave and R&R of expats and national staff

• Ensure necessary employee representatives and committees exist and collaborate with them

  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

• Represent Johanniter in relevant forums and networks

• 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: Wednesday, March 01, 2017

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

Renumeration: Between 39.063 € and 41.119 € 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 social 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.

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

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.