Administrative Officer – RISE Project, DRC

Tracking Code: 218952-927

PROGRAM/DEPARTMENT SUMMARY:

Mercy Corps has been present in the Democratic Republic of the Congo (DRC) since September 2007, helping populations in North Kivu and Orientale Provinces to work toward building a more peaceful and hopeful future. Mercy Corps has more than 100 staff members in Goma, Mweso, Nyanzale and Dungu, and is implementing emergency and longer-term development programs with funding from USAID/FFP, USAID/OFDA, the European Commission, DFID and private donors. Mercy Corps’ work in the DRC provides support to internally displaced people through water, sanitation and hygiene (WASH) and economic recovery, and works with other vulnerable populations on environmental livelihoods, food security, civil society strengthening and durable WASH activities.

Mercy Corps is currently implementing a Multi-Year Assistance Program (MYAP) funded by  USAID/Office of Food for Peace for the Resources to Increase Food Security in Eastern DRC (RISE) program. This five-year program aims to ensure that vulnerable households and communities in North Kivu build and sustain food security. This will be accomplished through three strategic objectives that focus on agricultural livelihoods, maternal/child nutrition, and effective governance to engender reliable food security in the target areas. The program is implemented by two consortium partners: Mercy Corps and Catholic Relief Services.

GENERAL POSITION SUMMARY:

 The Administrative Officer – RISE project will provide support the Chief of Party (CoP) particularly on compliance and on a series of administrative aspects in managing the RISE, support on a series of grant management aspects particularly with tracking subawardee obligations and payments. Track WFP, secondary transport, loaders and primary transport accounts.

ESSENTIAL JOB FUNCTIONS:

Program Implementation support

• Assist the CoP in managing key administrative and operational components of the RISE project.
• Coordinate and assemble periodic reports (quarterly and semi-monthly) including annual ARR (Annual results report) and PREP (Pipeline and Resource Estimate Proposal) preparations.
• Assist the CoP in overseeing field office operations - Keep records of the regularly scheduled meetings with field offices and track and remind all of follow-up actions required.
• Act as liaison between Mercy Corps, NGOs and other entities. This may include representing Mercy Corps at certain meetings and/or forums. Keeping written record of all such meetings as authorized by Chief of Party.

Grant management support

• Tracking of a wide range partner grants in terms of meeting key program and compliance requiremetns.
• Follow up of long term accounts (WFP services, secondary transport, loaders, etc.).
• Track and  flag issues on budgets vs actuals (BVA)s produced by finance.
• Track EPAR charges to the project.
• Ensure that managers develop, maintain and report on DIP (Detailed Implementation Plans), projections, IPTT (Indicators Performance Tracking Table), etc.
• Conduct monthly review of a sample of transaction to review compliancy and identify any non-complaint issues if any.
• Ensure data entry and follow up of the compliance tracker  required for the Complex Programs Board, flag issues with the compliance tracker when arising.
• Set up and maintain filing systems of all protocols and important documents for the project.
• Conduct administrative tasks as required.

Coordination and Representation support

• Represent Mercy Corps when CoP is unavailable, to government, donors and NGOs and other relevant actors in the field when requested by the CoP.
• Liaise with local government officials, UN and other international agencies, local NGOs and civil society organizations, local religious leaders and other community members to foster coordination and ensure support for and acceptance of Mercy Corps activities when required by the CoP. 

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:

 ACCOUNTABILITY

 REPORTS DIRECTLY TO: RISE Chief of Party

WORKS DIRECTLY WITH: Finance, Operations, Agriculture Technical Consultant, Commodities Manager, Good Governance Program Manager, Program Team Leaders, Program Officers, Operations, community reps and communities.

KNOWLEDGE AND EXPERIENCE:

• BA/S degree in administration, international relations, finance or other related degree.
• 1 to 2 years of experience in the field in administrative role  or project role
• Previous experience in project management and  in complex budget oversight
• Knowledge of USAID rules and regulations
• Willingness to travel and work in difficult conditions
• Previous experience on compliance and grant management
• Demonstrated experience in operating in international teams
• Computer skills (excel, word, etc.)
• Good analytical capacity and strong sense of organization
• Rigorous, attentive to details, meticulous
• Demonstrated capacity to constantly meet targets and deadlines
• Capacity to engage and interact with local authorities and other governmental representatives
• French and English language skills in verbal and written communication, multi-tasking, organizational and prioritization skills are necessary

SUCCESS FACTORS:

A successful candidate will be able to communicate effectively with team members of varied work styles and cultures, follow procedures, and meet deadlines with flexibility and creativity in planning and problem solving. S/he will have a proven ability to learn quickly, multi-task, prioritize, take initiative, and be accountable for results, understand the larger picture while remaining focused on the details, problem solving, work within a complex and sensitive setting and to follow laws and security protocols. Ability to work independently and as part of a team are essential. S/he will be able to thrive in evolving and changing environments.

LIVING CONDITIONS/ENVIRONMENTAL CONDITIONS:

This position will be based in Goma, with potential visits to project sites. This is an unaccompanied position.  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.  Access to field is done by road or by air. There are virtually no telephone land lines in the DRC, though mobile phones and cellular service are widely available.  Internet is available in the residence and office. 

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. Staff 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.

Job Location: Goma, Nord-Kivu, Congo - Kinshasa

Position Type: Full-Time/Regular

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