Human Resources & Administration Coordinator

Responsibilities

Under the supervision of the Field Manager Ituri, the incumbent will ensure the coordination of human resources management and administration of the Bunia base. He/She will ensure legal and regulatory compliance in the Democratic Republic of Congo, optimize HR processes, and provide smooth administrative support to support the organization's operations in Ituri province.

In the event of a major humanitarian emergency, the role holder may be called upon to work outside the usual role profile and may therefore have to vary their working hours.

Extent of the role

Reports to: Field Manager Ituri

Direct report: Senior HR Officer, Senior Administration Officer

Role dimensions: HR & Administration Director, HR & Administration Manager, Ituri operations team, response teams

Main areas of responsibility

• Ensure compliance of Bunia office operations with the organization's HR & Administrative standards.
• Implement and ensure compliance with administrative and HR policies and procedures by staff and third parties.
• Ensure that Ituri operations are in line with laws and regulations in the Democratic Republic of Congo.
• Participate in the strategic recruitment actions of the Bunia office: staffing plan, cost calculation, sourcing approach, etc.
• Coordinate recruitment activities from the expression of needs to the integration of new employees.
• Coordinate evaluation, training, development, and retention activities for staff assigned to Bunia operations.
• Participate in the implementation of staff well-being strategies and team building and ensure their implementation.
• Ensure medical care for staff assigned to Bunia.
• Ensure effective HR administrative management of the Bunia office: payroll, leave, individual staff files, renewal and end-of-contract formalities, etc.
• Play a central role in the management and administration of HR systems: recruitment, personnel information management, etc.
• Ensure effective management of HR & Admin staff under supervision.
• Ensure quality reporting of HR & Administrative activities of the Bunia office.
• Coordinate the administration of the Bunia office: relations with state services and public administration; immigration formalities and staff movements; accommodation for international staff and visitors; service missions; etc.
• Actively participate in HR team meetings and contribute to the visibility of the host base.
• Identify risks related to human resources and administration, raise awareness, and issue recommendations, if necessary.

Child Safeguarding

• Report all allegations and cases of Child Safeguarding in accordance with local procedures.
• Alert any suspicion of Child Safeguarding cases in compliance with the reporting policy.
• Report cases of temporary workers who are not trained in the Child Safeguarding policy and contribute to training efforts - Induction.
• Contribute to the identification and analysis of initial and emerging Child Safeguarding risks.
• Collaborate, if necessary, in the implementation of Child Safeguarding policy activities such as awareness-raising, inductions, and training, as well as participation in investigations into allegations and cases of Child Safeguarding.
• Take into account the Child Safeguarding policy in the recruitment process.
• Ensure the timely completion of the induction and training of the Child Safeguarding policy, including online training, by all staff.

Qualifications

Holder of a Bachelor's degree in Law, Economics, Management, Administration, or a related field.

Experience and Skills

• 5 years of relevant professional experience in Administration and Human Resources Management in the DRC, preferably with an NGO. Having held a similar position would be an asset.
• Knowledge of the country's HR/Admin functional mechanism.
• Good command of computer tools and common Microsoft Office software and database usage.
• Fluency in oral and written communication in French, knowledge of English and the local language would be an asset.
• Good writing, reporting, and presentation skills. Strong analytical ability.
• High sense of work organization and task prioritization. Rigor and respect for deadlines.
• Willing to work in a precarious environment, resilient to pressure and stress.
• Able to work in a multicultural environment.
• Ability to work autonomously with initiative and a sense of responsibility.
• Ability to work with different partners with an open mind and adapted communication.