Deputy Management Quality Coordinator_ Goma

Requisition Number:	I522
Area of Interest:	Management Quality
Position Type:	Full Time
Location:	DRC/Goma
Job Description:	Position Title: PM I Deputy Management Quality Coordinator (DMQC) Department/Location: CARO/Goma, Democratic Republic of Congo Band: D FLSA: Exempt Reports To: Head of Office North Kivu Background: Catholic Relief Services (CRS) is the overseas relief and development arm of the United States Conference of Catholic Bishops. It was founded in 1943 and works in over 100 countries globally. The Democratic Republic of Congo (DRC) covers an area of over 905,000 square miles, equal to the size of the United States east of the Mississippi river. Divided into eleven provinces with an estimated population of 65 million people, the DRC has the third-largest population and the second-largest land area in sub-Saharan Africa. After 40 years of dictatorship, the DRC elected one of Africa’s youngest leaders as its first democratically elected President in 2006 through an unprecedented electoral process that received extensive international support. Since the elections, there has been little progress towards fulfilling the pledges of moving forward on five priorities; roads, jobs, housing, water and electricity, and health and education. International organizations still continue to support more than 80% of the countries health services. As the country moves towards its anniversary of 50 years of independence and another round of elections (2011), many parts of the country remain extremely insecure – especially the eastern provinces of North and South Kivu, the northern part of Katanga province and the LRA (Lord’s Resistance Army) affected area of Oriental Province. In other parts of the country, despite relative political stability, malnutrition rates indicate an emergency situation and access to sufficient food remains impossible for many. Since 1961, CRS has been supporting 67 local partners in the DRC in the implementation of emergency response and development programs in the sectors of health, education, livelihoods, HIV and peace building. CRS staff operates out of a national office in Kinshasa, three provincial offices and smaller project offices as a means of ensuring timely and quality support to implementing partners. With a program value of over 16 million (FY 2011), CRS DRC strives to achieve quality program outcomes within an extremely challenging and ever changing operating environment. Project funding comes from a diverse portfolio of private and public donors – each with their own regulations in terms of fund use, reporting, procurement and asset management that must be followed at both the CRS and partner level. Primary Function: The Deputy Management Quality Coordinator’s (DMQC) primary role is to ensure the effective functioning of Finance, Compliance, Administration/Human Resources, Logistics/Transport and Information Technology systems and procedures for CRS/DRC operations managed out of the North Kivu Provincial Office in Goma. She/he will achieve this through both direct supervision of Management Quality Staff based in the Goma office and srong oversight over support operations in remote project areas in both North Kivu and the northern part of Oriental Province. The DMQC is responsible for coordinating the support functions for all North Kivu managed programs to ensure that the resources are adequate and managed with the highest degree of stewardship, in close collaboration with the Management Quality Coordinator and other national team members including the Compliance Manager, Head of Finance and Head of Administration. The DMQC will also provide Country Program wide oversight for at least one key MQ system as prioritized by the CR, MQC and Head of Office. Specific Responsibilities: I. Finance and Compliance: · Direct supervision of the Finance Officer and Partner Compliance Officer(s). · Ensure that staff capacity in finance management is reinforced, personnel management and team work environment continue to be reinforced, deadlines are met, upgrades to SUNSYSTEMS are made as needed, and that there is effective and efficient coordination with the Head of Office and Program Managers. · As delegated by the Country Representative and Head of Office, authorize the financial transactions within prescribed standards, polices and regulations and ensure consistent compliance with these requirements. · Take the lead in timely closure of Internal and External Audit issues that emerge for programs managed out of the Goma office. Ensure that the country program is adequately prepared for internal and external audits and fully engaged in the process from planning to audit closure. Implement effective management systems to avoid recurrence of audit findings. · In coordination with the MQC, support implementation of corrective actions following yearly Internal Control Questionnaire. · Ensure regular follow up of receivable aging report and develop appropriate receivable recovery plans for Goma based staff. · Ensure adherence to payroll system processes, severance accrual and tax payment/declarations. · Ensure that systems and procedures for adequate financial management and oversight of funding provided to local partners are in place and reviewed and reinforced regularly. This includes ensuring adherence to system for partner advances/liquidations. · Ensure adherence to procedures for financial commitments via partner agreements, contracts and rental agreements. · Support timely grant closure working closely with Compliance Manager. · Review, analyze and monitor support pool expenses for the Goma office and contribute to national level analysis to ensure overall cost efficiency. · Provide direct and indirect oversight to ensure adherence to CRS Cost Allocation guidelines. Conduct and share analysis on allocated costs rates. · Working closely with the MQC, Head of Finance and Head of Office organize and implement finance training for all relevant Country Program (CP) staff. · Ensure a smooth flow of data between the sub-office and Kinshasa office for timely completion of month and year end reporting. Maximize the use of Sunsystems at the Goma office level. · In coordination with the MQC, conduct regular risk analysis and support risk reporting. II. Administration and Human Resources: · Direct supervision of Goma Office administration staff and indirect supportive supervision for staff responsible for Admin/HR functions in any remote locations. · Ensure that CRS and other donor best practices are adhered to and conform to local law in the areas of human resource hiring and development, purchasing, international housing, office and staff security, office maintenance and general services. · Support adherence to donor guidance related to effort reporting, purchasing and recruitment at the partner level. · Support the regular updating of the DRC HR Manual in response to any changes in local laws and/or internal CRS policy changes. · Through coordination the national office, ensure quality procurement for programming activities. As appropriate, prioritize the establishment of service agreements with reliable and authorized vendors. · Lead recruitment processes for project managed out of the Goma office, liaisng closely with Head of Programs/MQC and Head of Admin/HR to ensure relevant approvals and consistency across the country program in recruitment and compensation. · Ensure compliance with CRS’ Performance Management System for all Goma based National staff. III. Information Technology: · The DMQC is responsible for the direct supervision of an IT Administrator and ensuring close coordination with the IT Manager at the national office. · Provide oversight for the quality functioning of IT systems in the Goma office and remote locations. · Ensure quality support for staff training and participate in the maintenance of an up to date country program wide inventory for all technology equipment. · Oversee production of and adherence to the computer replacement plan. · Oversee adherence to the maintenance of backup systems for critical CP data at the Goma office level. · Ensure timely follow up with the IT Manager, RISA and/or service providers in response to any problems identified. · Contribute to the annual requisition and disposition of computer equipment. IV. Logistics/Transport: · Directly supervise Goma office Logistician and Transport Officer and provide oversight to logistics operations in remote locations. · Ensure adherence to standard procedures for vehicle use, registration, the maintenance of vehicle files, accident reporting and insurance acquisition. · Ensure the maintenance and updating of fixed asset inventories – facilitating strong coordination between finance, logistics and programming staff. · Responsible for vehicle disposition of vehicles in line with donor and CRS internal procedures. · Ensure quality warehousing and transport functions as a means of safeguarding the program inputs and reducing risk and loss. · In coordination with the MQC, oversee follow up and reporting on any vehicle accidents. · Ensure quality use of VMS (Vehicle Management System) for all Goma managed vehicles and timely monthly reporting to the national office. Agency-wide Competencies (for all CRS Staff): These are rooted in the mission, values, and principles of CRS and used by each staff member to fulfill his or her responsibilities and to achieve the desired results. · Serves with Integrity · Models Stewardship · Cultivates Constructive Relationships · Promotes Learning Program Manager Competencies: These are rooted in the mission, values, and principles of CRS and used by each program manager to fulfill his or her responsibilities and to achieve the desired results. · Sets clear goals and manages toward them · Collaborates effectively with staff and stakeholders · Manages financial resources with integrity · Applies program quality standards to project design and organizational learning Supervisory Responsibility: An estimated 5-6 direct reports including: Finance Officer, Admin Officer, Partner Compliance Officer, IT Administrator, and Logistician Key Working Relationships: Internal: Staff at CRS/DRC: Head of Office/North Kivu, Management Quality Coordinator, Compliance Manager, Country Representative, Head of Programming, Head of Admin and HR, Head of Finance, IT Manager, Logistics and Transport Officer. External: Logistic Cluster, Local Legal Counsel, Service Providers (Health Care, Insurance, Banking, other). Qualifications: Master’s degree in International Development, Business Administration, Economics, Public Administration, or Development Management preferred. · Three years experience in management with a focus on administration, finance, with at least 3 in a developing country. · Strong knowledge of financial management systems and processes. · Excellent understanding of procurement, human resources, admin and logistics operations. 5. Strong understanding of donor requirements – including USG and United Nations. · Ability to adapt systems and process to function effectively within a high risk operating environment. · Extremely organized, ability to plan and lead others in planning and analytical processes. · Excellent supervision, analysis, team building, training and communications skills. · Ability to multi-task as well as effectively delegate. · Experience in the application of cost allocation systems and ability to adapt to different operating contexts. · Strong interpersonal skills and ability to work under pressure. · Fluent French and English skills in reading, writing, and speaking. · Strong computer skills in Microsoft Word, Excel, Outlook, Visio, Internet usage and Power Point. Disclaimer Clause: This job description is not an exhaustive list of the skills, effort, duties, and responsibilities associated with the position EOE/M/F/D/V

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