FARM Program Close Out Coordinator - Goma, DRC

About Mercy Corps

Mercy Corps (MC) is a leading global organization powered by the belief that a better world is possible.
In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions
into action — helping people triumph over adversity and build stronger communities from within.
Now, and for the future.

Program / Department Summary

Mercy Corps has been operating in the Democratic Republic of the Congo (DRC) since August 2007, with a staff of approximately 500 people working in Eastern DRC. Mercy Corps’ national office is in Goma with sub-field offices in North Kivu, South Kivu and Ituri provinces. Mercy Corps’ key programming areas include a combination of longer-term development and immediate humanitarian response programmes in order to: 1) Improve water service delivery and ensuring equitable access to Water, Sanitation and Hygiene services, in urban and rural areas; 2) Improve food security and nutrition; 3) Promote diversified livelihoods, economic recovery and development. The Food Security and Inclusive Access to Resources for Conflict-Sensitive Market Development programme (FARM)programme, funded by the Kingdom of the Netherlands, has been implemented in North Kivu since 2016 and works to improve access to, control over and utilization of land for 25,000 households in North Kivu and improve target market systems through increased cooperation between market actors in selected value chains, contributing to food security. FARM puts emphasis on improving access to land through improved service delivery and dialogue platforms for the benefit of the target population. In parallel, FARM facilitates linkages between farmers, agri-businesses, private sectors actors, cooperatives and government in order to strengthen and diversify the target market systems.

General Position Summary

The FARM Program Close Out Coordinator is responsible for implementing and coordinating the close-out of the program, in close coordination with FARM’s Program Director and the relevant MC DRC support functions. This person will be responsible for implementing Mercy Corps complex program minimum close out standards requirements, utilizing the minimum standards check-list and stated donor expectations and requirements, with focus on completing the Program File and supporting the implementation of the 90 day close-out plan.

This person will work closely with the FARM Program Director, Component Managers,​ PaQ Director, HR Director, Operations Director and Finance Director and the MC HQ Program Officer, Regional Finance Officer, and Senior Compliance Advisor to ensure an effective close-out in compliance with MC and donor policies.

Essential Job Responsibilities

Program Close-Out Management

• Be responsible for implementation of the 90-day close-out plan: convening regular close-out planning meetings, updating and revising the plan, monitoring progress of other team members also responsible for close-out activities, and reporting progress to the Program Director/HQ as necessary.
• Implement close out recommendations according to Mercy Corps’ Program Management Manual, with specific focus on the Program Lifecycle and Minimum Standards Checklist (Chapter 2, PM Manual), and the End of Program Transition Plan (Chapter 7, PM Manual).
• Work closely with the FARM Director and PaQ Director on progress made towards meeting minimum standards requirements and any deficiencies.
• Coordinate closely with all FARM technical leads and managers to ensure full compliance to minimum standards, and required contributions to the FARM Program File.
• Coordinate development of FARM’s reports due to the donor
• Work with the FARM Director on updating the Risk Register and Compliance Log
• Any other duties as necessary, in accordance with the needs of the program for gold standard program close-out activities

File Management

• Work with the FARM Director and PaQ Director and wider program team to review FARM’s hard copy files and ensure that they are properly labeled and stored in accordance with MC and donor requirements.
• Work with the FARM Director and wider program team to review FARM’s digital files and ensure that they are complete and properly organized, in accordance with MC and donor requirements. Upload any relevant documents to MC internal digital library and/or grants management system.
• Work with Program Officer(s) at HQ to ensure the digital files in DR Congo match or are simultaneously accessible by HQ staff, and that the digital files are completed and well organized, and all permissions effectively managed.
• Work with the FARM Director and PaQ Director and wider program team to implement a retention schedule and inventory
• Work with the FARM Director and PaQ Director and wider program team to encore the respect and implementation of the Program File contents checklist

Sub award Management

• Coordinate with the FARM Director & Finance team to confirm that all necessary documentation from all sub-recipients (national and international) is collected and filed appropriately.
• Confirm all elements of the Mercy Corps Sub award Closeout Checklist is completed, to ensure an efficient and full closeout of subrecipients (both national and international).

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 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

Accountability To Partners

• Mercy Corps team members are expected to support all efforts toward accountability, specifically
  to our partners and to international standards guiding international relief and development work, while actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.

Supervisory Responsibility

None

Accountability

Reports Directly To: FARM Director

Works Directly With: Programme Director, Component​ Managers, Monitoring and Evaluation Manager, PaQ Director, Operations Director, Finance Director, as well as MC HQ Programme Officer, Regional Finance Officer, and Compliance Manager.

Knowledge and Experience

• 2-3 years of experience in office/administrative management, program support and/or management, or operations;
• Knowledge of Mercy Corps Program Management Policies, complex program minimum standards, and close-out guidelines preferred or experience with similar expectations from other organizations.
• Strong organizational skills and demonstrated ability to multi-task and process information into action as to not delay program activities
• Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members.
• Experience with project management, and effective coordination across multiple stakeholders even without direct line management authority.
• Excellent oral and written English and preferably French skills
• Experience interacting effectively with international and national staff
• Ability to work effectively with an ethnically diverse team in a sensitive environment

Success Factors

The successful candidate will be able to work well within and across Mercy Corps’ Program Management policies and procedures, especially related to close-out and end of program transition, with ideally a familiarity with Dutch Embassy policies. S/he has the ability to multi-task and process information into action with very little oversight. The candidate should be able to coordinate and work effectively with a wide variety of people to get things done. S/he should be conscientious with an excellent sense of judgment as well as interpersonal skills. Strong spoken and written English language skills are a must and French is strongly preferred. The FARM Program Closure Support is expected to be computer literate and with strong organizational skills.

Living Conditions / Environmental Conditions

This position is an unaccompanied position. Shared housing will be provided in Goma according to Mercy Corps DRC housing policy. Goma is a provincial capital of over 800,000 inhabitants. Travel may be required up to 25% of the time within DRC and internationally. Living in Goma is comfortable, although water and electricity can be unstable. Outside Goma, travel can be dangerous and unpredictable due to armed forces and rebel activity.

While security is quite stable in Goma, North and South Kivu continue to be an arena of violence and insecurity. Mercy Corps' sub-offices experience variable levels of insecurity, with the situation closely monitored by UN peacekeepers. Air travel is necessary to get from one end of the country to the other. Mobile phones and cellular service are widely available. Internet is available in all Mercy Corps offices. Travel to field sites will be required where living conditions are clean and secure, but basic. There are a number of health services available with evacuation options for serious illnesses. There is reasonable access to most consumer goods, although they can be expensive.

Mercy Corps Team members represent the agency both during and outside of work hours when deployed in a field posting or on a visit/STA to a field posting. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC's policies, procedures, and values at all times and in all in-country venues.

Fostering a diverse and open workplace is an important part of Mercy Corps’ vision. Mercy Corps is an Equal Opportunity Employer regardless of background. We are committed to creating an inclusive environment.

Ongoing Learning

In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world's most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.

We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct elearning courses upon hire and on an annual basis.