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Human Resources & Administration Manager

Job opportunity

Human Resources & Administration Manager

Location : Goma

Closing date: March 28th, 2013



I.              Details


Responsible To: Country Director Responsible For: Human Resource Team Location: Goma, Democratic Republic of Congo Contract Duration: 12-24 months Starting Date: ASAP
Salary: £34,460 - £35,210 per annum (dependant on relevant experience), inclusive of Cost of Living Allowance Benefits: Insurance cover, accommodation, R&R, and annual leave entitlement of 24 days per annum rising to 30 days at the completion of 12 months of continuous employment with Merlin.

Only short-listed applicants will be contacted. Due to the urgency of this position, applications will be short listed on a regular basis and we may offer this post before the closing date.

Please note that this is an unaccompanied position.

II.             Context

Merlin is an international health charity, saving lives in the world’s toughest places. Merlin responds with healthcare, when people are overwhelmed by natural disaster, conflict or disease and in need of immediate help. We focus on treating those who are beyond the reach of existing health services. After the immediate crisis, Merlin stays on to assist recovery. Using our expertise, we support health workers and strengthen existing health services. We build resilience by helping those at risk of future health disasters, to be better prepared.

We think everyone should have access to lasting healthcare. We believe good health is fundamental to transforming people’s lives, that’s why Merlin is A Force for Health

Background and Context the Democratic Republic of Congo is the second largest country in Africa and one of the poorest. Decades of dictatorship and civil war have left much of the national infrastructure destroyed.

Merlin has been operational in DRC since 1997. Merlin teams have provided emergency medical care to the most vulnerable populations in Maniema, Kasai-Oriental, North-Kivu and Orientale Provinces. Activities have included emergency response, support to primary and secondary health care facilities (including supervision, supply of drugs, and the payment of incentives), reproductive health, institutional capacity building, immunization campaigns, nutrition, WASH, and the rehabilitation of health facilities.

Main purpose of the role To design and implement a professional and effective human resource service for managers and staff in DRC in collaboration with the Human Resource department in London and the Country Director, This would include reviewing and improving Human Resource policies & procedures in, and leading on specific HR projects and initiatives.

Overall Objectives (scope) will be to:

-       Manage the recruitment process for all international and national staff within DRC ;

-       Provide specific advice and guidance to managers and employees on a variety of HR issues including employee relations issues ;

-       Design, develop and implement HR policies and procedures to ensure legal compliance and best practice within DRC ;

-       Lead specific HR projects and initiatives in line with Merlin DRC strategy ;

-       Ensure HR information systems, processes and filing procedures are maintained and developed ;

-       Directly Manage a small team of staff while advising on the human resource needs of all staff in DRC.


III.            Responsibilities Recruitment and Selection


-       To co-ordinate and support all aspects of the recruitment and selection process of international and national staff ;

-       Specific responsibilities include job description development, recruitment planning, advertising and short-listing, selection interviews and tests, regularly updating the hiring status report, job offers, salary calculations and issuing contracts ;

-       To keep updated with relevant new recruitment sources and propose improvements to processes and selection tools to ensure that the recruitment process meets current and future programme needs ;

-       To work closely with HR colleagues in the programme and HQ to ensure a coordinated approach to recruitment throughout the organization, ensuring effective forward planning and awareness of available staff resources to fill vacancies ;

-       Assist the Country Management Team in assessing staffing requirements i.e. development of team structures/organograms and the most cost effective way in which to achieve them ;

-       To coach and train all staff involved in recruitment on best practice and equal opportunities ;

-       To prepare and review comprehensive and context specific induction training/package for international and national staff (standard and location/position specific briefing pack and schedule). Update and improve living guide to DRC for international staff and location guide for national staff.


IV.           Policy and Advice


-       To advise and coach Line Managers and staff on HR policies and best people management practices including appraisal, staff development, discipline and absence in accordance with Merlin policies and legal requirements ;

-       Develop and monitor Human Resources strategies and work plans, which are in line with the Country programme and Merlin’s strategies ;

-       To monitor appraisals and advise Line Managers on performance management issues ;

-       To ensure that the DRC’s HR policies, practices and processes are reviewed and updated regularly ensuring that they are fit for purpose and consistent with external good practice and legal requirements in collaboration with the HR & Admin Manager (Maniema) ;

-       To lead on specific HR projects as directed by the Country Director ;

-       Contribute to the design and delivery of HR training sessions for staff on relevant policies and procedures ;

-       Manage national staff welfare policies including health insurance, group life insurance, personal and accident cover ;

-       Ensure compliance by Merlin with the relevant government labour regulations in the country.


V.            Management and programme


-       To manage and support the performance and development of the HR team to ensure the provision of an efficient and effective service ;

-       To ensure ongoing update of the HR database and filing system for all staff in DRC and produce reports as requested by managers and the Country Director ;

-       To provide information required for payroll input and check the monthly payroll information prepared by the HR team ;

-       In coordination with the Country Finance Director, manage the HR Department budget and ensure expenditures are within budget and in compliance with established financial standards ;

-       Liaise with external parties (i.e. advisors, other NGOs) on compliance issues related to Merlin’s operations in DRC (including work permits) ;

-       Develop a staffing strategy concurrently with the rolling out of the Counterpart Strategy ;

-       Ensure compliance with the statutory deductions and their remittance on time ;

-       Ensure that all staff appraisals are undertaken on time, prepare updates on staff appraisals and maintain and update the staff appraisal tracking sheet HR Systems and procedures ;

-       Develop, implement and ensure the maintenance of an effective reporting system ;

-       Develop and oversee the maintenance of an effective HR database and filing system, with proper files maintained for each staff member, both manually and electronically while maintaining confidentiality.(see point 2 under sub-heading management and programme above-they seem similar) ;

-       Develop a leave tracking system which allows HR to effectively manage leave and R&R for both international and national staff as appropriate ;

-       Ensure proper maintenance of timesheets for all sites ;

-       Conduct regular field trips to project offices in North Kivu to monitor and review HR procedures and assist project staff, where appropriate.


VI.           Learning and Development


-       Ensure the learning and development needs of programme staff are identified systematically ;

-       Develop and update DRC-wide Learning and Development policy, in collaboration with the Country Management Team and in line with existing organisational policy/strategy ;

-       In line with individual objectives and programmatic needs, provide and/or support learning opportunities (whether formal or informal) within programme budget constraints ;

-       Work with line managers to develop and deliver the annual Programme Learning and Development Plan ;

-       Support line managers with information and advice on staff development Conduct evaluations and impact assessments of programme-wide learning initiatives.


VII.          General


-       To proactively propose changes to systems and procedures to improve the efficiency of the department ;

-       To maintain awareness of developments in the HR practice and employment law and contribute to information sharing and continuous professional development within the HR team and the wider programme, analyzing/advising on implications for the Country programme ;

-       To proactively maintain and develop good relationships with similar organisations in the sector, with ongoing dialogues concerning policies and trends ;

-       To attend internal and external (inter-agency coordination meetings) meetings as a representative of the Human Resources Team in DRC as and when required ;

-       Ensure the smooth and timely dissemination of information and advice on queries related to human resource and administration (internally and externally) ;

-       Provide coverage for other posts when needed and carry out any other responsibilities as requested by the Country Director ;

-       In coordination with the Country Director, lead on specific HR projects, e.g. salary and benefits reviews, policy and procedure reviews, climate surveys and training & development needs analysis.


VIII.         Qualifications, Experience and Competences


-       Degree or higher qualification in Human Resource Management or extensive equivalent experience ;

-       Knowledge and understanding of international HR practices & issues ;

-       Excellent communication skills with written and spoken English and French ;

-       Significant previous overseas experience of working for an International Non Governmental Organization (INGO) in the area of Human Resource Management ;

-       Strong experience of providing a broad range of high quality HR policy advice (including disciplinary and grievance) to managers and staff ;

-       Strong experience of managing and undertaking a high quality high volume recruitment process ;

-       Strong experience of developing and implementing HR policies, procedures, and projects ;

-       Strong experience of dealing with complex employee relations issues ;

-       Strong experience of developing and communicating HR management information ;

-       Good experience of undertaking and supervising payroll• Confident user of MS Office, and HR databases ;

-       Excellent interpersonal and consultative skills, including the ability to communicate, present, negotiate and influence a variety of audiences ;

-       Experience of establishing strong working relationships with colleagues from different functions and cultures ;

-       High level administrative and organization skills and attention to detail ;

-       Experience of a flexible approach to managing and prioritizing a high workload and multiple tasks in a fast paced environment with tight deadlines ;

-       Experience of proactively identifying and addressing issues ;

-       An understanding of and commitment to Merlin’s values, in particular equal opportunities.


IX.           Desirable Qualifications, experience and competences


-       Strong staff management experience ;

-       Knowledge of health sector ;

-       Experience of designing and delivering training.

How to apply:

To apply for this position To apply for this job, please go to and apply using our online recruitment system. In order to apply for a job with Merlin online you will need to complete a short registration process and create an account – the online recruitment system explains how to do this. Once your account has been created, you will be able to save the information that you have entered in your application and re-visit it at any time before you submit it.

If you are unable to apply online for any technical reason, please contact

Please note that we do not accept CVs. Unfortunately due to the number of applications we receive, only shortlisted applicants will be contacted.