Short Term Assignment (STA) - Deputy Finance Manager, GAINS Program - DRC

Project Title: Graduating to Sustainable Agriculture, Income, Nutrition, and Food Security (GAINS)

Project Location: Tshikapa, Kasaï Province, Democratic Republic of the Congo

Risk Level: ☐ Level 3 ☐Level 2 ☐Level 1

(Level 3: Frequent contact with participants, direct contact with children, access to sensitive data, and/or high level of accountability.

Level 2: Some contact with participants; unplanned non-direct contact with children.

Level 1: Likely to have no contact with participants or sensitive data)

Background

Mercy Corps has operated in the DRC since 2007 with a current workforce of more than 300 national and expatriate employees and operational presence in Goma and Beni (North Kivu Province), in Bunia (Ituri Province), and in Tshikapa, Kalonda Ouest and Ndjoko Mpunda (Kasaï Province), and representation in the capital city, Kinshasa. As a leading NGO in DRC working with more than 40 partners in 2024, Mercy Corps reached 2.12 million people in North Kivu, South Kivu, Ituri and Kasaï with integrated programs that ensured equitable access to improved water, sanitation and hygiene (WASH) services in humanitarian and development settings; supported a comprehensive, rapid response to ongoing humanitarian needs; promoted economic and livelihood development to strengthen food security and resilience; as well as institutional capacity strengthening and social cohesion to foster peace and good governance.

Program Summary

Since October 2023, Mercy Corps has been implementing the USG-funded Graduating to sustainable Agriculture, Income, Nutrition, and food Security (GAINS) Program, a Resilient Food Security Activity (RFSA) to sustainably improve Food, Nutrition, and Economic Security (FNES) in Kasaï through two Purposes: 1) Strengthened Livelihoods and Increased Incomes; and 2) Improved utilization of quality food among vulnerable people. The Mercy Corps-led GAINS consortium includes World Vision and Action pour la Paix et la Concorde, a local partner. Originally a 5-year program, GAINS has been realigned to conclude its final phase by December 2026, including a 2–3-month close-out period.

The design of GAINS is guided by four foundational principles: locally led and people-centered, sensitivity to power and conflict dynamics, and landscape vision for climate adaptation at scale. GAINS is implemented through a multi-sectoral, climate and conflict sensitive and gender transformative approach to support food, nutrition and economic security. Specific attention is paid to resilience, social inclusion and power dynamics considerations across the program’s various sectors of intervention.

Objectives of the Role

As GAINS enters its final quarter of implementation and then turns its 90-day closeout period, the Program requires the support of a Deputy Finance and Subawards Manager to assist the Finance and Subawards Manager to manage the financial functions of the project, ensure that all expenditures are in compliance with internal and donor procedures and regulations, provide support to the accounting function, and ensure banking and treasury management.

This assignment is estimated for a period of three (3) to six (6) months.

STA Activities

The Deputy Finance and Subawards Manager will:

Team Management

Maintain a work environment based on mutual respect, where team members strive for excellence.

Provide team members with the information, tools, and other resources needed to improve performance and achieve objectives.

Grants Management and Compliance

Assist the Finance and Subgrant Manager in preparing BvAs, analyzing them, and following up on action points. Ensure recommendations made during BvA meetings are implemented.

Support regular updates and analysis of BVAs and pipelines. Ensure monthly review of transactions for compliance and eligibility under grants.

Assist the Finance and Subgrant Manager in reviewing financial reports and follow up with other departments for any corrective actions required.

Assist in budget development and planning, including internal guidelines, templates, and budget tools, preparation of grant proposals, and budget modifications.

Support subaward performance monitoring and work with budget holders to ensure key processes and systems are in place for grant risk assessments, donor financial compliance, and reporting processes. Ensure grant budgets align with Mercy Corps budgets and forecasts.

Support the subaward close-out process, including coordination with various stakeholders (Finance, Operations, Programs, Grants, etc.) on deliverables in compliance with donor rules and regulations.

Assist the Finance and Subgrant Manager to improve the effectiveness of the existing control system and ensure identified compliance gaps are addressed.

Assist in the preparation of any other reports as needed for analysis and decision-making.

Financial and Accounting Operations

Work closely with Suboffice finance officers and assistants to support finance in the GAINS Suboffices and ensure records in Navigator are entered regularly and that weekly and monthly transaction documents are submitted on time.

Review payments and other documents for accuracy, completeness, and compliance with Mercy Corps policies, donor regulations, and local laws.

Participate in the monthly accounting close process by ensuring the accuracy and completeness of the general ledger, Navigator system, and all supporting documentation.

Guide field office finance teams on document retention requirements and conduct regular checks to ensure all financial documents are properly labeled, filed, and stored clearly and accessibly in compliance with the FFM.

Consolidate monthly cash needs for the Suboffices and work with component managers to ensure monthly projections are realistic, accurate, and aligned with BvA (Budget vs. Actuals) projections.

Conduct financial reviews of all payment requests, purchase requests, purchase orders, contracts, and other documents to ensure compliance with Mercy Corps financial procedures and donor requirements, within the review threshold set in the AAM.

Support the financial review of payroll for the GAINS team.

Support orientation of new staff on Mercy Corps finance rules and procedures.

Anticipate refresher training needs and proactively organize refresher sessions.

Post Kasai transactions regularly and in a timely manner and ensure all transactions are approved no later than the 5th of the following month.

Analyze the expense and balance sheet general ledger after posting in the accounting system and propose corrective actions before the monthly close process.

Provide training and guidance to staff and suppliers of goods and services on compliance, finance, payment processes, systems, and best practices.

Review purchase requests, purchase orders, contracts, and invoice reconciliations in Prosource.

Assist the Country Finance Manager in responding to audit requests.

Support all project close-out tasks.

STA Deliverables

The Deputy Finance and Subawards Manager will:

• Budget Management
  • Prepare BvAs and spending forecasts.
  • Track action points and spending risks.

• Compliance Monitoring
  • Review transactions and payment files for compliance.
  • Track findings and corrective actions.
  • Month-End Close
    • Ensure timely transaction posting and review.
    • Resolve GL and balance sheet issues before close.
    • Subaward Oversight
      • Monitor subrecipient financial performance and compliance.
      • Cash Management
        • Consolidate cash forecasts and analyze variances.
        • Closeout Readiness
          • Help assess financial closeout readiness and address gaps.
          • Financial Closeout Timeframe / Schedule Mid/end July 2026 through mid/end October or mid/end December 2026. Safeguarding Responsibilities Living Conditions / Environmental Conditions This position is based in Tshikapa, a remote city of approximately 1 million people in the Province of Kasai, approximately 850 km from the capital city, Kinshasa. This position requires up to 15–20% travel to support field program activities. Accommodation for this role will be individual housing in a shared guest house. Reporting The Performance Management & Program Quality Specialist will report to: Ibrahim Mahaman, Finance and Subawards Manager S/he will work closely with: GAINS Finance team, MC DRC Finance team, GAINS Chief of Party and Deputy Chief of Party, GAINS Purpose I and II Leads, and Sub-recipient Finance Managers. Skills and Knowledge Requirements 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. Team Engagement and Effectiveness Achieving our mission starts with how we build our team and collaborate. By bringing together individuals with a variety of experiences, backgrounds, and perspectives, we strengthen our ability to solve complex challenges and drive innovation. We foster a culture of trust and respect, where every team member is valued for their contributions, empowered to reach their full potential, and motivated to do their best work. We recognize that building a strong and effective team is an ongoing process, and we remain committed to learning, improving, and growing together. Equal Employment Opportunity Mercy Corps is an equal opportunity employer committed to providing equal employment opportunities to all employees and qualified applicants for employment without regard to race, color, sex, sexual orientation, religion or belief, national origin, age, disability, marital status, veteran status, or any other characteristics protected under applicable law. 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 and have signed on to the Interagency Misconduct Disclosure Scheme . 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. As an applicant, if you witness or experience any form of sexual misconduct during the recruitment process, please report this to Mercy Corps Integrity Hotline ([email protected]).
            • Help complete financial closeout, reconciliations, and archiving.
            • Actively learns safeguarding and integrates it into their work, including safeguarding risks and mitigations related to their area of work.
            • Practices the values of Mercy Corps including respecting the dignity and well-being of participants and fellow team members.
            • Encourages openness and communication in their team; encourages team members to submit reports if they have any concerns using reporting mechanisms e.g., Integrity Hotline and other options.
            • Bachelor's degree in finance, economics, business administration, or equivalent.
            • At least 5 years of experience in NGO finance.
            • Previous experience with Mercy Corps is required.
            • Good understanding of budget management, cash management, and accounting management.
            • Knowledge of USAID donor regulations is a major asset.
            • Accuracy in handling cash transactions, excellent mathematical skills, and strong attention to detail.
            • Strong computer skills, particularly Excel.
            • Ability to adapt to change, demonstrate flexibility, and work under pressure with tight deadlines.
            • Team management and capacity-building skills.
            • Excellent French skills (written and spoken); proficiency in English is a strong asset for this position.