Human Resources & Administration Manag At Nonviolent Peaceforce

Job Title: Human Resources & Administration Manager (Only for National staff)

Department: Operations

Division: Human Resources

Duty Station: Bukavu, Democratic Republic of the Congo

Line Manager: Head of Mission

Line Management Responsibility: HR Admin Assistant

Technical Line Manager: Global Head of People, Culture & HR

Position Type: Full-time

Nonviolent Peaceforce (NP) is a dynamic, international non-governmental organisation. We work with people affected by violent conflicts to enhance their security and dignity through Unarmed Civilian Protection (UCP). We work to reduce violence, protect civilians in countries affected by violent conflict and its aftermath, and help transform the world’s response to conflict situations.

OVERVIEW

NP is in the process of setting up its country programme in Democratic Republic of the Congo (DRC) to support the strengthening of safety and security of conflict-affected communities in South Kivu and North Kivu. Working through Unarmed Civilian Protection (UCP), NP centres local communities in preventing violence and promoting positive peace. The NP programming will focus on building capacities within local communities to engage in nonviolent self-protection methods such as protective accompaniment/presence, community-led safety and security initiatives such as conflict de-escalation techniques and early warning/response mechanisms. Secured funding spans several years and offers an exciting opportunity to be at the forefront of sustainable, civilian protection.

JOB SUMMARY

The HR and Administration Manager will be the strategic lead of the in-country HR department. In addition to supporting, mentoring, and developing the HR team to support the field staff, the HR manager will be responsible for the development and implementation of HR policy, coordination of recruitment, and ensuring adherence to local law and donor requirements. They will mentor and develop the HR team, identify and resolve employment gaps, and are therefore expected to have a proven track record in capacity building. The HR manager will also be responsible for maintaining BambooHR, ensuring it is audit-ready through regular updates and data integrity checks, managing user access, and conducting periodic audits. They will train staff on the effective use of BambooHR during onboarding and provide ongoing support to enhance HR functions and data accuracy. Additionally, the successful candidate will travel frequently between the Bukavu and Kalehe offices.

KEY RESPONSIBILITIES

Staffing and Deployment:

• Work closely with the programme and operations departments to ensure that adequate staffing is provided and incorporated during development and implementation of all projects/programs
• Ensure that all NP DRC HR requirements related to staffing are observed according to best practice standards and also to comply with local laws.
• Train staff on the effective use of BambooHR during onboarding and provide ongoing support as needed.

Recruitment

• Lead on the recruitment of new staff for national and international staff roles
• In collaboration with the heads of departments, the Human Resources manager will develop and maintain appropriate job descriptions that reflect NP’s mandate
• Ensure hiring practices are fair, equitable, consistent and comply with local regulations, and NP Recruitment Principles
• Prepare contracts (terms and conditions of employment) and issue all employment and consultancy contracts in compliance with DRC labour laws, NP policies and any relevant donor guidelines
• Ensure all staff members are inducted on NP Global policies and procedures as well as on DRC Country Programme policies and procedures

Performance Management

• Working closely with other managers, the HR manager will ensure that HR best practice is implemented throughout the organisation including: timely performance appraisals; regular line management meetings; fair disciplinary proceedings
• Facilitate and ensure that performance reviews and the annual appraisal process are conducted regularly by supervisors; ensuring training and advice is available to all managers and that evaluations are conducted according to NP Job Evaluation Guidelines
• Ensure all the performance reviews are securely maintained in NP’s HR System
• Ensure departing staff do exit interview to gain feedback and insights into employee perceptions and experience of NP

Data Management

• Maintain updated information on staff salaries, allowances and income-tax calculations and ensuring compliance with current laws and regulations in close collaboration with Finance Manager and other relevant parties
• Oversee the appropriate documentation and uploading of all personnel files and HR documents in NP’s HRIS system
• Prepare monthly reports and ensure that all managers are providing direct reports timesheets on a monthly basis
• Ensure deployment and arrival trackers are kept up to date and are used effectively
• Submit International staff payroll to HQ office with accurate information on or before the deadline set every month
• Utilize BambooHR to streamline HR functions, enhance data accuracy, and support organizational goals.
• Ensure BambooHR system is maintained and audit-ready, with regular updates and data integrity checks.

Team Management

• Oversee and enforce mechanisms, protocols and practices to support adherence of staff and NP partners to NP Child Safeguarding Policies
• Provide input for program planning and assessments for capacity building of partners, including partners’ HR planning as well as establishing policies, procedures and protocols for the same
• Frequently travel between field offices to provide hands-on practical support to Team Leaders and staff
• Ensure that all HR/Admin staff understand and are able to perform their roles in an emergency
• Provide operational HR support with induction, discipline and grievance issues in all NP offices as required
• Coordinate with the Deputy Head of Mission to ensure staff are trained/ briefed/ inducted on all safety and security policies and procedures both before and after joining NP DRC
• Build and develop the capacity of teams to use effective performance management frameworks and human resource development plans
• Work closely with the Head of Finance, Human Resources and Administration and other relevant managers to manage and coordinate all disciplinary and grievance proceedings, and recommend appropriate action to resolve disputes

Administration and facilities management:

• Liaise with relevant government authorities and HR/ Admin staff in each location to obtain timely visas / residency permits for international staff
• Periodically review and update all basic contract-related documents (appointment letters, contracts) and lease agreements
• Ensure adequate insurance cover for staff is in place and kept up to date

Key Challenges:

• Building and sustaining collaborative partnerships, negotiating, and resolving contentious issues and conflicts of interest while managing and balancing varied, diverse stakeholder priorities across a geographically dispersed region.
• Ensuring all relevant Codes of Conduct are followed by staff and partners in a diverse context

Other :

• Perform any other work duties as appropriate to the role
• Be available to work in any field site as needed by the organization.

QUALIFICATIONS

• Degree with specialization in human resources management/ certification in human resources management (SPHR, CHRP, CHRM), or equivalent relevant experience
• Minimum of six years of overall experience (2 of which at an NGO) and minimum of 3-4 at HR Management level experience within a complex country programme preferably in emergency setting

Skills and Competencies:

• Proven operational HR track-record – experience of providing a senior generalist HR service to managers across a full range of HR issues
• Excellent skills in handling and advising on complex people management issues
• Emotional intelligence
• Proven track record of mentoring a dedicated team
• Experience of and well-developed skills in recruitment and selection
• Strong attention to detail
• Understanding staff care for humanitarians, in particular approaches to welfare and stress management
• Good facilitation skills and ability to deliver induction briefing/training
• Strong communication (written and spoken) and interpersonal skills in English and French
• Experience in working with and managing multicultural teams

Preferred Qualifications:

Local Labor Law Knowledge:

• In-depth understanding of DRC labor laws and regulations.
• Experience ensuring compliance with local labor legislation and donor requirements.

Language:

• Proficiency in French and local languages
• Good command of English for communication with international stakeholders.

Communication and Interpersonal Skills:

• Strong interpersonal and communication skills to interact effectively with staff at all levels.
• Ability to handle sensitive and confidential information with discretion.

Conflict Resolution:

• Experience in conflict resolution and mediation within the workplace.
• Ability to manage and resolve employee grievances effectively.

Commitment to NP Values:

• Demonstrated commitment to NP values, including integrity, respect, and inclusivity.
• Ability to model and promote these values within the organization.

Working Conditions:

• This field position may include challenging living conditions, limited access to amenities, and potentially unstable security situations.
• Frequent travel
• You must be prepared to live in basic or non-traditional accommodation, which may include shared housing, camps, or field-based settings
• Demonstrated ability to adhere to strict security protocols and maintain high level of integrity and professionalism at all times