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Provincial Human Resources & Administration Manager

Job description

Provincial Human Resources & Administration Manager

Based: Kindu

Closing date: November 2nd, 2012


I.         Details


Responsible To: Provincial Director (Maniema) Responsible For: Maniema Human Resource Team Works With: Provincial Management Team in Maniema, Provincial Human Resources & Administration Manager (North Kivu) as necessary, HR Advisor in London Location: Kindu, Democratic Republic of Congo Contract Duration: 5 months with possibility of extension Starting Date: ASAP
Salary: £31,850 to £32,600 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.

Merlin Undaunted and determined, Merlin saves lives. We deliver medical expertise to the toughest places. And we stay to help build lasting health care.

Our mission is to end the needless loss of life in the poorest countries caused by a lack of effective health care. We help communities set up medical services for the long term including hospitals, clinics, surgeries and training for nurses and other health workers.

We do whatever it takes and we stay for as long as it takes

II.        Background

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.

Since 1 January 2012 Maniema and North Kivu have been operating as autonomous programmes, each reporting direct to head office in London..

In Maniema Merlin works in ten health zones, and supports 9 hospitals and over 100 health facilities. This work is funded by DFID under a multiyear funding agreement that runs from 2008 up to March 2013.

Main purpose of the role to implement a professional and effective human resource service for managers and staff in Maniema in collaboration with the Human Resource department in London and the Provincial Director. The current funding for the programme in Maniema will end in March 2013, therefore, we are currently working to secure future funding for the programme. Until we are able to confirm future funding this role will be for a short term assignment that initially will focus on the correct and timely closure of the Maniema programme activities, ensuring that the exit strategy is planned and implemented. The Provincial HR & Admin Manager may also be involved in supporting a response in the event of an emergency in Maniema as well as supporting with any on-going projects in Maniema.

Overall Objectives (scope) will be to:

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

-       Ensure legal compliance and best practice within Maniema;

-       Manage the redundancy process (and recruitment process if necessary) for all international and national staff within Maniema;

-       Lead specific HR projects and initiatives, as necessary, in line with Merlin Maniema 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 Maniema.


III.       Responsibilities

Responsibilities Exit Strategy:

-       To co-ordinate and support all aspects of the exit plan, including effective management of the redundancy process and/or recruitment and selection process of international and national staff;

-       To ensure a communicative and positive working relationship with the Provincial Management Team in Maniema as well as all other expat and national staff to support an effective exit strategy;

-       To work closely with HR colleagues in the programme and HQ to ensure a coordinated approach to the exit plan throughout the organisation, ensuring effective forward planning and awareness of available staff resources to fill vacancies, if this is necessary;

-       Assist the Provincial 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 the exit strategy on legal compliance and best practice.

Policy and Advice

-       To advise and coach Line Managers and staff on HR policies and best people management practices as required, including the redundancy process, 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 provincial 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 in line with legal requirements and that they are followed correctly;

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

-       Contribute to the design and delivery of HR training sessions (as necessary) for staff on the exit strategy and 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 lab our regulations in the country

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 Maniema and produce reports as requested by managers and the Provincial Director;

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

-       In coordination with the Provincial 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 Maniema (including work permits);

-       Ensure compliance with the statutory deductions and their remittance on time. 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 Maniema to monitor and review HR procedures and assist project staff, where appropriate, particularly with the exit strategy.


-       Where practical and required, 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 provincial programme;

-       To proactively maintain and develop good relationships with similar organizations 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 Maniema 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 Provincial Director;

-       In coordination with the Provincial Director, lead on specific HR projects as required.

Person Specification Essential Qualifications, experience and competences

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

-       Strong communication skills, with excellent written and spoken English and French;

-       Knowledge and understanding of international HR practices & issues;

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

-       Experience of managing a programme closure;

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

-       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, diplomatic 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

Desirable Qualifications, experience and competences

-       Strong staff management experience;

-       Knowledge of health sector;

-       Knowledge of DRC context.

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

Unfortunately due to the number of applications we receive, only shortlisted applicants will be contacted.

Data Protection Please notes that in accordance with the 1998 Data Protection Act, Merlin will hold and use personal information that you have given for the purpose of recruitment and employment. This information can be stored in manual and/or electronic form. This information may also be disclosed to third parties in accordance with the Data Protection Act. In cases where a job offer is conditional on ensuring that potential employees’ names do not appear on counter terrorism lists generated by the United Nations, European Union or the United States due to donor funding requirements, Merlin will use the information that you have given for checking that your name does not appear on these lists.