Openings at International Rescue Committee

Job Description

Under the direct supervision of the Grants Manager, the Grants Assistant will support Nairobi Urban, West Pokot, Hagadera and Kakuma Field Offices in overseeing the grants management processes and documentation. This role will contribute to efficient programs and grants management including proposal development, reporting and grants, and sub grants monitoring roles.

Key Responsibilities

• Support the Grants Coordinator and Grants Manager with the maintenance all paper and electronic grant files including the IRC’s electronic grants management platform, OTIS.
• Maintain up-to-date grants trackers and calendars, including internal and donor reporting deadlines, budget vs. actual meetings, and Project Cycle Meetings.
• Support document signing by SMT, troubleshooting department queries, and supporting other tasks as required.
• Raise compliance issues proactively with the Grants Coordinator and Grants Manager.
• Coordinate the report review process by receiving, consolidating, reviewing, and submitting the donor reports to Technical Coordinators (TCs), and Grants Manager.
• Support the Grants Coordinator in tracking funding opportunities, including calls for funding, progress of proposals, submission deadlines, financing available.
• Coordinate the preparation of timely and quality programme and donor reports on project activities in compliance with internal IRC requirements and any relevant external donor requirements.
• Support the Programme Managers in preparing and reviewing spending plans and work plans as per the grants calendar.
• Assist the Programme Managers in tracking the budgets expenditures and commitments in line with the approved spending plans and the work plan.
• Support the Grants Manager to organize and facilitate the Project Cycle Meetings (PCM) and follow up on action points/comments.
• Support the Grants Manager to organize and facilitate monthly BvA review meetings and circulate minutes.
• Support the Programmes team and communication fellow in documenting and sharing case studies/ success stories internally through Darubini, Fact sheets etc.
• Any other duties as assigned by the Grants Manager

Qualifications

• Bachelor’s degree in social sciences/International development/Communication/Finance.
• Experience in project and grants management in the NGO sector.
• Good analytical and report writing skills.
• Familiarity with donor compliance rules and grant management.
• Report writing skills, attention to detail and organization skills.
• Excellent interpersonal, cultural and diplomatic skills; Friendly and constructive approach in managing work relations and addressing challenges.
• Fluent in English; both written and verbal.
• Ability to carry out responsibilities independently with minimal technical support

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Job Description

The Financial Coordinator has overall responsibility for the accounting and financial management functions for the country program. The Finance Coordinator has responsibilities include oversight of Budget development, monitoring & Compliance, donors report, operating budget update and monitor the spending trend, accounting, and staff training &management functions.

Key Responsibilities:

Operating budget development and quarterly update

• Operating budget - Working on the formulation of annual operating budgets and budget reforecast. Review operating budgets submitted by all filed sites and updated the DDF on the status of the country office budget position on a regular basis. Provide a recommendation if there is a potential deficit/surplus
• Update the country office operating budget on quarterly bases and advise the outcome to the DDF
• Identify any shortfalls in shared costs budget coverage and ensure new budgets cover the appropriate percentage of shared costs and review of unrestricted funding versus approved allocation.
• Train the finance managers on developing realistic operational budget and demonstrates various techniques for them to monitor & manage various project budgets
• Assisting in the development and preparation of cost allocation processes for overarching costs that comply with donor regulations on allowable costs. Monitor the country office shared program cost budget spending and advise DDF if there is a deviation from the policy
• Working with program staff & Finance Managers to prepare proposal budgets to support new opportunities or realignments to ensure adequate coverage of direct and indirect costs
• Review donor financial reports submitted by finance manager as per the donor agreements & contracts and ensuring donor regulations are adhered to for all aspects of the operations
• Review and validate the budget financial dimension codes created by finance manager before uploading to Integra System. Ensure the assigned D-codes are in line with the donor reporting formats and meets the program team needs
• Do a regular analysis of the grant spending and advise the DDF if there is a potential over/under spending.
• Provide guidance, technical assistance, and support to the team member on grant management and budget forecasting
• Performed different financial analysis and share timely and accurate a report to DDF, monitor the country office financial matrix to don’t deviate from the norm.

People Management

• Develops and implements a training program for the country’s finance staff to ensure staff development and minimize IRC’s exposure when staff are absent or depart.
• Develop a capacity building plan for finance & non-finance staff for them to be capacitated for succession
• Maintains/update current job descriptions for all positions within the finance group that are under your supervision.
• Ensures comprehensive and constructive performance reviews are completed on a timely basis and facilitates discussion of performance and career options with all country finance staff.
• Manages the finance staff activities and schedules to meet the financial reporting requirements and deadlines specified by HQ and donors.

Accounting function, Controls & Audit management

• Ensures that all policies and procedures are in compliance with IRC and funding source policies, procedures, and requirements.
• Closely monitors all financial activities and keeps the DDF advised of all situations which have the potential for a negative impact on internal controls or financial performance.
• Review monthly grant actual spending against the spending/procurement plan and advise the budget holders if there is variance
• Follow up with HQ, UK or IRC-DE office for collection of long outstanding receivables.
• Develops field visit schedules and performs the completion of country internal control assessment, and initiates actions necessary to correct internal control weaknesses.
• Facilitates and co-ordinates external, internal, donor or government audits
• Represent finance office on bidding process which are higher than $20K
• Maintains current knowledge of local government requirements related to financial matters and ensures compliance with tax regulations and other legal requirements.
• Interface with outside audit firms, banks, business insurance agents, and other companies, etc. on International Rescue Committee’s-Kenya behalf.
• Review and approve payroll monthly, and Review balance sheet and income statements for accuracy
• Ensure the country office always has enough liquidity position, draw cash from IRC HQ & EU office as per the projection

Qualifications

• A bachelor’s degree in accounting, Business Administration, Commerce or Finance with a recognized professional certificate in accounting such as CPA, or FCCA.
• A master’s degree with a Finance concentration will be an added advantage
• Not less than 5 years at a senior level within the Finance Department of an international organization. Experience in the humanitarian sector will be an added advantage
• Current or previous experience within IRC in a similar role will also be an added advantage
• Extensive experience in working with computerized accounting systems, standard spreadsheet and database programs.

Required Experience & Competencies:

• Good written and verbal skills in the English language.
• Must be comfortable in being a proactive member of the top-management team.  Must seek to identify and communicate potential problems and propose solutions to the level of management appropriate to effect solutions.
• Must be able to function effectively in a loosely structured, but complex work environment and to set appropriate priorities and deal effectively with numerous simultaneous requirements
• Ability to carry out responsibilities independently with minimal technical support from within the program organization.
• Must be a patient and good communicator who can function in an organizational environment involving a diversity of cultures, languages, and personal interests and agendas.
• Good at role of facilitator and team player in solving problems.
• Committed to staff training and development

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Job Description

Working under the direct supervision of the Health Manager, The Liaison Officer shall coordinate CDC projects implementation at IRC Dadaab and Kakuma field site and implementation of SARI surveillance activities, Covid 19 vaccination activities and the role out of EMR activities supported by CDC. He/ She will act as the liaison person to streamline operations, resolve issues, improve communications, support health program activities, and generally ensure that the relationship is as beneficial as possible to IRC, CDC, and the community.

Key Responsibilities

Program management:

• Coordinate with CDC funded staff to IRC field site, ensuring supplies availability for their operations; continuous collaboration to understand progress and challenges in the field, reporting and troubleshooting challenges with KEMRI and CDC in Nairobi.
• Ensure cold-chain management for medical supplies including vaccines and lab supplies.
• Establish and own an inter-program supplies and logistic team to identify cross-cutting issues around the programs’ health services supply chain.
• Develop and champion relationships with the community, stakeholders, and other partners.
• Find opportunities to improve the relationship Coordinated program operations serving in general management and programmatic roles including program monitoring and reporting between the CDC and IRC.
• Compile reports about incidents, events of public health concern, or updates about SARI surveillance, Covid 19 Vaccination activities. Proactively work with field management and resolve concerns and address issues that could occur between the IRC and CDC.
• Promptly respond to program demands and other needs as vital during the grant implementation. 
• Organize for supplies swap, donation to partners or disposal based on management’s approvals.
• Act as a positive representation of the CDC project, IRC, and the community.
• Prepare reports, presentations and ensure reporting requirements and time limits are met. Ensure efficient data quality.
• Work with program managers and grants in reviewing and modifying the CDC-funded projects/proposals as needed.
• Work on vital partner reporting (e.g. outbreak response, surveillance data, etc.) 
• To provide clear and effective communication within IRC and with CDC on status of activities and expectations. Act as focal field contact person for both organizations' personnel regarding CDC funded projects.
• Participate in site visits to Dadaab and Kakuma to monitor surveillance projects funded through the CDC/KEMRI/IRC contract. 
• Proactively lead and/or participate in meetings with CDC and other stakeholders to ensure the project activities are given due attention and is reflected within inter-organizational fora.
• Provide capacity strengthening to project staff through trainings/CMEs, workshops, facilitated group interactions as well as accompaniment through regular communication and site visits. 
• Champion learning with project staff and partner teams. Analyze and evaluate project performance data following MEAL policy. 
• Serve as the communication’s focal person for the project and oversee the implementation of the project communication strategy.
• Any other roles as assigned by his/her supervisor

Key Result Areas

• Timely implementation of CDC-funded activities.
• Ensuring quality of activities implemented. 
• Prompt management and response to disease outbreaks.
• Accurate data collection and reporting of disease surveillance and outbreaks.
• Clear communication strategy between the IRC and CDC.

Qualifications

• Bachelor’s degree or its equivalent is preferred.
• A minimum of 4 years' experience.
• Strong in either quantitative or qualitative analytical skills with a good working knowledge.
• Excellent report writing skills.
• Experience in developing proposals and/or reports. Evidence of previous successful grants will be an advantage.
• Excellent interpersonal and organizational skills and ability to work in a culturally diverse team.
• Must be proficient in English and Kiswahili.

Desirable:

• Demonstrated experience in health research and/or working in a CDC-funded project and/or international NGO will be an added advantage.

Required Experience & Proficiencies:

• Be flexible, a teammate and result oriented.
• Be ready for challenging and multitasking environment.
• Previous experience in similar position is added advantage.
• Digital literacy in MS Windows, Word, Excel, PowerPoint, is desired.