Operations & Human Resources Manager

Job opportunity

Operations & Human Resources Manager

Location : Bukavu

Closing date: 30th December 2013



      I.        Context


Women for Women International (WfWI) provides women survivors of war, civil strife and other conflicts with the tools and resources to move from crisis and poverty to stability, self-sufficiency, and active citizenship, thereby promoting viable civil societies. WfWI has an immediate opportunity for an experienced Operations and HR Manager (O&HRM) for our DR Congo Country Program. The position will be located in Bukavu with travels to field offices in North and South Kivu Provinces.

The Operations & Human Resources Manager (O&HRM) Manager will lead, direct and manage the day-to-day Operations & Human Resources and Administrative activities for the DRC Country office. The Operations & HR Manger will ensure that all procurement policies and procedures are in place and correctly implemented. The O&HRM ensures that the country office systems of procurement, assets, stock & stores, communications & IT, and security are managed effectively and that all relevant documentation is accurately maintained for audit. S/he will provide oversight and guidance to the development of a strategic approach for staff recruitment and retention, HR policy review and implementation to ensure compliance, compensation benefits management, training and development; as well as oversee administrative functions. The O&HRM is a member of the Senior Management Team (SMT).

    II.        Main Duties and Responsibilities


1.    Procurement

-        Develop a Country Procurement Plan that complies with the Women for Women International (WfWI) standards for Purchasing and Logistics procedures and donor requirements ;

-        For large /specialized purchases or services (including consultancy and outsourced services), review the process of tendering, including the preparation of tender bidding documents and tender schedules, oversee the selection of a tender committee ;

-        Develop all procurement tools (requisition forms, requests for quotations, purchase orders, goods received notes, delivery notes, payment requests, etc.) ;

-        Engage IT Unit in headquarters on procurement planning for computer/IT equipment ;

-        Manage Procurement budget working with Programs and Finance staff development to ensure coherence and accuracy in projecting the estimated prices and volume of required supplies and materials ;

-        Work with the Programs teams and field offices to implement Procurement Plans for each project, in accordance with project activity plans, timelines and budgets ;

-        Responsible for quality assurance on supplies and ensure that Women for Women International is getting ‘value for money’ in all its purchases /services ;

-        Negotiate with major service providers on engagement terms & ways of enhancing service provision.


2.    Asset Management

-        Develop Country Office asset management strategy to identify, track, and account for all organization assets ;

-        Conduct periodic inventory checks of all assets in Bukavu and Sub Offices and at least one physical verification of assets per year; update Asset Register accordingly ;

-        Responsible for insurance of all assets and property, through management of annual insurance contracts ;

-        Responsible for planning the disposal of obsolete or damaged assets and ensuring that any sale of assets is conducted through a publicized competitive bidding process ;


3.    Stock Management

-        Responsible for developing a stock management policy including a plan for stock procurement, storage, and distributions to all office sites in a timely manner.


4.    Security & Communications (including IT)

-        Oversee the WfWI DRC communications and IT systems, ensuring all offices have appropriate and reliable means of communication ;

-        Responsible for standardization of all communication equipment and procedures (internet service provision and usage protocol, cellular and satellite phones, HF/VHF radios, etc.) throughout the WfWI DRC offices ;

-        Responsible for Security Management Plan for the WfWI DRC offices ;

-        Responsible for the safety and security of all WfWI DRC office assets and property ;

-        Responsible for developing security procedures and ensure that all staff and visitors are briefed on security protocol and procedures ;

-        Network with other organizations to obtain security updates and stay informed of Best Practice with regard to security management ;

-        Responsible for managing planning and implementing outsourced security services.


5.    General Management:

-        The LM will be required to participate in policy-setting discussions with the Senior Management Team and HQ and communicate policies to local staff ;

-        The LM must also make recommendations for enhancements to policies and procedures to create operational efficiencies and represent the DRC office at any organizational or inter-agency logistics meetings and cross-functional policy development working groups ;

-        The LM will be required to participate in strategy development and annual operational planning of the country office.


6.    Human Resources:

-        Develop an elaborate plan for Country office recruitment plan which complies with organizational policies as well as applicable laws and regulations ;

-        Responsible for development, periodic review, and dissemination of country specific HR policies and procedures ;

-        Develop a medical care plan for staff periodically reviewing the strategy and advising country leadership on a cost effective approach ;

-        Advice on staff retention plans, participate in compensation and benefits surveys as directed by the Associate Director, Regional HR and Country Director ;

-        Advise the Country Director in determining appropriate staffing levels and developing an effective Country Office Staffing structure ;

-        Oversee the coordination and implementation of annual performance reviews, ensuring that Line Managers engage staff on objecting setting and staff development planning ;

-        Responsible for HR Compliance, and proactively managing employee relations ;

-        Prepare internal communications regarding any relevant HR issues such as changes to the Personnel Handbook, compensation, benefits, or new policy releases ;

-        Draft and distribute important announcements to all staff, following review and approval by the Country Director.


7.    Personnel Management:

-        Performance manage direct reports in line with Women for Women International’s performance management framework, including the setting of annual performance objectives, development plans, performance appraisal and regular 1:1 meetings regarding progress throughout the year ;

-        Provide coaching, mentoring and on-the-job training to subordinates.


8.    Miscellaneous Logistics /Administrative Tasks

-        Oversee all tenancy agreements and property leases for all of the offices in DRC ;

-        Perform other tasks as assigned by his/her supervisors.

   III.        Required Skills & Minimum Qualifications


-        Masters degree in Business Administration or relevant field ;

-        Minimum 7 years work experience in relevant field, preferably within the INGO sector, of which at least 3 years at managerial level ;

-        At least 5 years of experience in a business which works in international trade OR similar level of experience in INGO program management OR relevant experience in the private sector ;

-        Ability to understand the needs of Women for Women International’s target clients and align programming accordingly ;

-        Demonstrated ability to manage, supervise and motivate a large, complex, ethnically mixed team of people through a participatory and enabling management style ;

-        Demonstrable understanding and experience of gender issues and proven commitment to addressing gender inequalities in all key areas of responsibility ;

-        Strong analytical and problem solving skills ;

-        Knowledge and experience in training and facilitating ;

-        Knowledge of basic production processes and principles of quality control ;

-        Knowledge of basic costing and profit and loss accounting and invoicing ;

-        Knowledge of project management principles and practices ;

-        Excellent written and oral communication skills ;

-        Strong interpersonal skills and ability to work well as a part of a team ;

-        Knowledge of the political, economic and social context of Sudan ;

-        Ability to work with minimum supervision, and under pressure and to meet deadlines ;

-        Ability and willingness to travel around the country and internationally as required ;

-        High level of fluency in English & French (speaking, reading, writing) is required; local language skills an added advantage ;

-        Strong computer skills in MS Word, Excel, Power Point and email applications ;

-        Must be a citizen of DR Congo ;

-        Female candidates are particularly encouraged to apply.

How to apply :

Application Instructions :

All interested candidates should submit the following application materials: updated CV, cover letter and 3 professional references. Send application to : drcjobs@womenforwomen.org.

Please put (O&HR Manager) in the Subject line. Application deadline: 30, December 2013. Due to urgency of the recruitment, applications will be short-listed on a regular basis and we may offer the positions before the closing date.

Only short listed candidates will be contacted.

WfW International is proud to be an EEO/AA/M/F/D/V employer