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18-174: Head of Office
Country:Democratic Republic of Congo
Department:International Programs
  
Essential Job Duties/Scope of Work:

Head of Office Kinshasa - DRC

BACKGROUND

International Medical Corps, a global humanitarian nonprofit organization dedicated to saving lives and relieving suffering through relief and development programs, seeks candidates for the position of Head of Office based in Kinshasa, to represent International Medical Corps in different situations including with donors, cluster meetings, and partner meetings, and report back to the CD  for proactive actions.  

Established in 1984 by volunteer doctors and nurses, International Medical Corps is a private, voluntary, nonpolitical, nonsectarian organization. Its mission is to improve the quality of life through health interventions and related activities that build local capacity in underserved communities worldwide. International Medical Corps has worked in DRC since 1999. We have since served more than two million people in DRC, 80 percent of whom were displaced by the war. Today, we provide health care, nutrition, gender-based violence prevention and response, and basic water and sanitation services in some of DRC’s most remote and volatile areas, often where the presence of other international organizations is extremely limited or non-existent.

General Position Summary

The Head of Office Kinshasa is a senior management position for International Medical Corps DRC mission with supervisory and managerial responsibilities, including representation and key finance, operations, and administrative roles.

Under the direct supervision of the Country Director, the Head of Office (HoO) will be responsible for managing as well as overseeing the daily operations of Kinshasa office, ensuring compliance with International Medical Corps and donors' policies and procedures, ensuring internal and external coordination, and representation in Kinshasa.

In addition, the HoO is responsible for maintaining very strong relationships with the IMC DRC Head of departments for a smooth running of the office and conduct of the operations in the capital city.

Essential Job Responsibilities

 

Strategy & Vision

•             Recognize opportunities for innovative action and create an environment where alternative viewpoints are welcomed.

•             Lead the identification of new initiatives and opportunities that respond to identified needs in his/her area of supervision and the country strategy, in coordination with the Program Director and Country Director, Technical Advisors and other relevant staff.

•             Develop and organize activities to secure resources for programs and convince stakeholders to provide support.

•             Support the development of solicited and unsolicited proposals and concept notes.

 

Influence & Representation

•             Identify, build and manage collaborative partnerships with consortium partners, sub-grantees, donors, local governments and other stakeholders in coordination with the SMT team.

•             Communicate effectively to ensure overall project targets and donor obligations are met.

•             Liaise with local government officials, local and international NGOs and civil society organizations, and other UN agencies to ensure support for and acceptance of International Medical Corps projects in the area of operations.

•             Maintain close working relationships with donors, other humanitarian and local partners, including representing International Medical Corps at coordination meetings.

 

Operations Management

•             Oversee the smooth flow of routine program support functions (e.g., finance, administration, and logistics) of the International Medical Corps office and compliance with International Medical Corps and donor policies and procedures.

•             Maintain regular contact with Logistics Coordinator and Finance and Administration Director.

•             Oversee management, supervision and training of all aspects of finance, administration, HR, and logistics in the Kinshasa office.

•             Ensure that procurement is completed, documented, and delivered to end-user in a timely manner, ensuring that items procured meet the specifications of the end-user while adhering to donor and International Medical Corps procurement guidelines.

•             Ensure all aspects of asset management, including maintenance of the asset register and investigation of any missing assets.

•             Supervise the management and maintenance of vehicle fleet, office facilities, and equipment, including power supply.

•             Oversee database and paper file management for program, finance, administration, HR, and logistics documents; ensure files are complete and in compliance with International Medical Corps and donor policies and procedures.

•             Coordinate with International Medical Corps' Goma and HQ offices on travel and logistics support, as required.

 

Security management

•             Up-date and maintain the security plan for the area of operation.

•             Follow up any development/changes in regards to the security situation.

•             Ensure adequate security coordination with other humanitarian actors in the areas.

•             Liaise with the Security Manager and Country Director on any degradation in security situation.

•             Ensure compliance with security procedures and policies as determined by country leadership.

 

Finance & Compliance Management

•             Ensure compliance with donor and International Medical Corps regulations related to programming and operations.

•             Draft and/or review scope of work to hire and manage any technical consultants, including review for technical efficacy and contract budget.

 

Program Management

•             Assist the Program staff in the program design and proposal writing and project reporting as needed.

•             Coordinate with the teams, other program managers, Program Director and M&E team on a regular basis to ensure the successful implementation of the project activities, in respect of International Medical Corps' and the donors' guidelines and procedures.

•             Ensure very strong communication and coordination within the team and with other relevant departments.

•             Integrate community approaches, gender sensitivity and capacity building into all activities as appropriate.

•             Create and maintain systems ensuring effective and transparent use of financial resources for timely and informative reporting in line with donor and International Medical Corps policies and procedures.

 

Team Management

•             Create and sustain a work environment of mutual respect where team members strive to achieve excellence.

•             Promote accountability, communicate expectations and provide constructive feedback via regular performance reviews.

•             Manage International Medical Corps' Kinshasa office team.

•             Contribute to country team-building efforts, help team members identify problem-solving options and ensure the integration of all team members into relevant decision-making processes.

 

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 some of their time to learning activities that benefit International Medical Corps as well as themselves.

 

Supervisory Responsibility

This position requires supervision of a small team of approximately 3-5 national staff.

Qualifications:

Qualification (Knowledge and Experience)

•             Bachelor's or Master's Degree in relevant field (including management, operations, logistics, international development, finance).

•             At least 3-5 years of relevant project management experience.

•             Sound understanding of financial, procurement, administration, and logistics management systems.

•             Experience managing security protocols and responding to incidents/crises in conflict areas.

•             Experience coordinating multiple programs, developing synergies and creating opportunities for collaboration.

•             Demonstrated experience in team building and team coordination for achieving program goals.

•             Strong commitment to local capacity building and the ability to engage local stakeholders in project design and implementation.

•             Experience working with host governments at the national and sub-national level, INGOs and national NGOs and familiarity with international humanitarian operations, coordination structures, and the mandates of UN agencies, and other NGOs.

•             Excellent organizational and project management skills; detail-oriented; and possessing an ability to anticipate program and operational needs.

•             Proven ability to work cooperatively with others in a team environment and to a diverse group of national and international staff.

•             Understanding of participatory methodologies for project design, implementation and evaluation.

•             Knowledge of humanitarian regulation and compliance standards including SPHERE, WHO, UNHCR, USAID, EU, ECHO, OFDA, UNDP, DFID and UNICEF core commitments.

•             Demonstrated proficiency with the MS Office software (i.e., Word, Excel, and PowerPoint) required.

•             Fluent French and English.

•             Knowledge and experience of the DRC context.

 

Living Conditions / Environmental Conditions

The HoO will be based in Kinshasa and will travel to project sites including Goma, Kalemie and Bukavu offices according to the need. This is an unaccompanied position.

International Medical Corps Team members represent the agency both during and outside of work hours when deployed in a field posting. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and International Medical Corps' policies, procedures, and values at all times and in all in-country venue.