Vacancies at International Rescue Committee

Job Description

• The IRC’s Airbel Impact Lab designs, tests, and scales life-changing, cost-effective solutions for people affected by conflict and disaster. By applying deep technical expertise and field experience with a range of skills from the behavioural sciences, human-centered design, research, and multi-disciplinary problem-solving in humanitarian contexts, we work to develop breakthrough solutions that combine creativity and precision, flexibility and expertise, and a desire to think afresh with the experience and reputation of a large-scale implementing organization.
• We are looking for a Programme Manager for a pivotal support role on a large research consortium project. The Education Research in Conflict and Protracted Crisis (ERICC) is the UK’s Foreign, Commonwealth & Development Office (FCDO) programme to lead research on the most effective approaches to education, and support the global uptake of stronger evidence-based policies and better value for money education programmes globally. 
• The Programme Manager will provide direct programmatic and administrative support to the ERICC Project Management Team, Research Directors, and consortium partners to help us deliver an ambitious programme of research, research uptake and capacity sharing activities. 

Major responsibilities

•  Coordinate ERICC Research Programme Consortium’s recurring meetings with IRC teams, consortium partners, FCDO and other external partners, ensuring invites are sent out on time, correct attendees are invited, and invites include key pre-reads and meeting documents.
•  Support the Programme Management Team with meeting requests, scheduling, travel and project administration.
•  Develop and maintain ERICC Google Calendar, including standing meetings, contract due dates, and IRC and partner leave and holidays. 
•  Take detailed and accurate notes in key meetings, and assist with key follow-up items. 
•  Maintain the ERICC Communications Matrix (internal and external), ensuring all partner and IRC staff are included. Coordinate the quarterly comms matrix update. 
•  Manage the IRC ERICC Box Drive and full consortium Google Drive, ensuring access permissions and filing structures are kept up to date, and ensuring proper naming conventions and version controls are maintained. 
•  Coordinate and track partner- and consortium-level deliverables, including knowledge management of submissions, communications, feedback and approvals.
•  Quickly and accurately file key documents and communications including partner reports, deliverables, communications with FCDO, and monthly consortium updates.
•  Assist in the organization, support and coordination of meetings and conferences. 
•  Field general administrative support requests from team members, striving for rapid problem resolution and flagging issues as appropriate.

Skill and Experience Requirements

•  Minimum 2-3 years related non-profit and/or administrative work experience, preferably in international humanitarian aid organizations, development, and/or education.
•  Significant experience and comfort using a range of administrative, collaborative, and communication tools, including: 
  • Microsoft office (Excel, Word, Outlook, Teams, Sharepoint), 
  • Google suite (Drive, Docs, Sheets, Calendar), 
  • Box Drive
  • Zoom 
  • Doodle (or other meeting planning applications)
•  Strong attention to detail and consistency in operating set administrative processes,
•  Strong writing and communication skills,
•  Experience taking detailed and accurate meeting minutes and capturing key follow-up items.
•  Experience coordinating multiple calendars and events across meeting platforms.
•  Strong administrative experience, with proven proficiency in tasks that require consistent follow-up with multiple stakeholders and organizations.
•  Demonstrated ability to effectively work with multiple teams across time zones.
•  Ability to proactively identify and problem-solve bottlenecks in administrative and communication processes.
•  Ability to work with people of different cultures, experiences, and perspectives in a sensitive and positive way is required, experience working with teams from multiple countries/cultures is strongly preferred.

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Job Overview: 

• Working in partnership with the Crisis Response, Recovery and Development (CRRD) Department, the Associate Director, Regional Partnerships plays a vital role leading GPPS’s partnerships with the CRRD regional teams. They will lead a team of Senior Program Support Managers who report jointly into GPPS and the regional Directors of Awards Management, and provide support related to new funding and proposal development, private funding portfolio management, and process improvement. This role is an integral part of GPPS’ Program Services team, reporting into the Director, Program Services. 

Major Responsibilities:
Team Leadership and Management (40%):

•  Lead a team of regional program manager positions, each with a regional portfolio of high value private grants and business development activities, facilitating the growth and successful management of high value private funding in each region
•  Maintain working relationships and collaboration with Crisis Response Recovery and Development (CRRD) Unit, ensuring tight-knit collaboration with Regional Directors of Awards Management
•  Represent GPPS and the IRC HV teams effectively and efficiently by developing mutually beneficial relationships and partnerships with internal and external partners in support of our organizational goals.
•  Promote and support cross-fertilization of talent across teams and regions.

Process Improvement and Quality Control (40%): 

•  Lead the team in developing and implementing new and improved processes and systems for high quality management, implementation, and monitoring of private grants
•  Support the Director, Program Services, and other collaborators in ensuring organizational processes and systems are responsive to the needs of High Value private funding
•  Help ensure collaboration and clear workflows across functions of the Program Services team, in collaboration with Associate Directors of Editorial Services and other team members. 
•  Ensure consistency and quality across regional programs in maintaining an up-to-date record of all private sector partnerships to inform effective and timely delivery of relevant updates, progress and insight to the relevant business teams;

Private funding portfolio management (20%):

•  Ensures consistency and compliance across regions for high value private partnerships to ensure donor requirements are met and compliance issues are raised appropriately;
•  Supports team members to apply internal procedures and systems such as the grant information tracking system and partnership management system
•  Keeps up-to-date with developments around program implementation, ensuring risks and challenges around implementation are flagged appropriately, and ensures timely flow of information to support efficient delivery of donor reports;
•  Coordinates and ensures clear, reliable reporting and data-points for maximum partnership impact across regional portfolios.
•  Provides surge support during emergencies or periods of extended staff departures 

Essential Qualifications:

•  8 + years’ experience working in the humanitarian sector, with significant experience in private sector fundraising and grants management; experience living and working in at least one of the IRC’s program regions (Asia, Great Lakes, Latin America, Middle East and North Africa, and/or West Africa) strongly preferred;
•  Deep experience leading, supporting and supervising large 7+ figure, multi-sectoral and multi-country private partnerships and working across various teams and functions;
•  Knowledge of the drivers and motivators for support from corporations, foundation, high net worth individuals, and faith- and membership-based organizations; experience working directly and supporting private sector fundraisers;
•  Experience developing and leading successful proposals and impactful donor reporting;
•  Ability to lead and coordinate with geographically dispersed teams throughout all stages of the grant lifecycle;
•  Experience leading donor compliance, budgeting, reviewing agreement provisions, technical and financial reporting;
•  Understanding of the private donor mentality and pace of work and the differences from public funding;
•  Ability to analyze and synthesize information and strong attention to detail;
•  Willingness and ability to regularly travel, sometimes on short notice and to volatile areas;
•  Outstanding cross-cultural communication skills;
•  Ability to be flexible and work effectively within a diverse team;

Desirable Skills & Experience:

•  Experience implementing medium- to large-scale programs in humanitarian or development settings;
•  Existing network of partners and donors.
•  Proficiency in multiple languages a plus (particularly Arabic, French, and/or Spanish)!

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SCOPE OF WORK

• Under the direct supervision of the Urban Support Coordinator, the Admin Officer is responsible for managing the admin functions to ensure efficient service delivery of the Teach Well project. This includes planning, organizing and ex.

RESPONSIBILITIES

• Proactively monitor and assess administration achievements quarterly, ensuring tracking systems and reports are in place to support administrative and management processes.
• Ensure a smooth and adequate sitting space for all the staff and visitors.
• Ensuring elaborate orientation for both new staff, vendors, and visitors in the office.
• In coordination with the Urban program Coordinator ensure there are adequate office supplies in the office.
• The admin officer ensures there is a proper inventory of office supplies in place.
• Act as focal point for all issues regarding all communication service provider by providing support and managing request from staff.
• Manage office courier services and coordinate. Ensure both incoming and outgoing mails are properly logged in and timely dispatch is done.
• Coordinate with the admin in charge of facilities and construction manager on repair and management of the office furniture.
•  Monitor and supervise all consumable and restocking low level items for the Teach well office.
• Prepare and submit Quarterly Facilities and Admin reports to the Supply Chain manager by the 5th of each month.
• Work with Transport and travel in Facilitating movement both inland and by air. By coordinating taxi and flight bookings.
• Work with the admin- facilities to ensure all the staff/ visitors that require accommodation are provided accommodation.
• In collaboration with Admi officer- facilities ensure office is clean and well always maintained.
• Make conference bookings both within the office premises and outside the office for the staff and coordinate the effective use of the conference facilities within the office.
• Work with Admin facilities to ensure office is always kept clean and report any broken office furniture to Admin facilities and Supply chain Manager for repair and replacement.
• Ensure all policy updates/changes are posted on the office board.
• Prepare Admin cash projection and spending plan.
• Work with Admin officer – facilities to ensure there is adequate first aid kits in the offices and they are replenishing from time to time.
• Perform other administrative duties as assigned by Supervisor.
• Conduct orientation for new staff on camp passes, visa, and work permit processes.
• Maintain all Admin files, folders, and related documents in proper condition.
• Prepare payment request for all work-related Admin working process.
• Perform other Admin duties as assigned by Supervisor.

Qualifications

• College degree or equivalent in Supply Chain, Logistic, Business administration or related field

Required Experience & Competencies:

• Experience as supply chain officer or related disciplines, including planning, procurement, and logistics.
• High level of initiative, Proactive, self-starter.
• Knowledge of supply chain strategies, market analysis, procurement and contracting, vehicle and fleet management, inventory, property and asset management.
• Good reporting and analytical skills.
• Excellent attention to detailed, well-organized and reliable.
• Demonstrated ability to perform a wide range of inter-related complex administrative services.
• Good knowledge of English
• Ability to work in a multicultural environment.
• Knowledge of immigration and travel procedures.
• Knowledge of generic transport procedures and practices. Previous INGO experience is an asset.

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Job Description

• IRC is seeking a Deputy Project Director (DPD) for TeachWell, a private foundation-funded five-year project that will start in September 2023 and aims at strengthening children’s holistic skill development through improvement of teacher professional development in refugee counties in Kenya. The DPD will be responsible for supporting the project Director (PD) in project management, consortium management, and operations. S/he will support the PD in strategic and annual work planning, management, and monitoring of project operations and key deliverables, and s/he will liaise with relevant stakeholders from different sectors. S/he will coordinate with the project Technical Lead and the MEAL Advisor to ensure the Crisis Modifier activities are well integrated with the other components of the project. The DPD will be directly responsible for management of partners and their performance, and s/he will closely collaborate with the IRC Kenya partnerships and grants teams. S/he will deputize for the PD.

Job Responsibilities:

• Support the PD and the Technical Lead in defining and implementing activities to achieve the greatest impact toward project goals and objectives; serve as Acting PD in the PD’s absence.
• Support the PD in strategic and annual work planning, management, and monitoring of project operations and key deliverables.
• Closely monitor spending and deliverables and ensure timely achievement of objectives.
• Oversee partnerships’ management in full compliance with IRC policies and in cooperation with the Kenya’s partnership team. Maintain collaborative partner relations, ensuring that all partners are aware of the project’s expectations and are actively involved in achieving the objectives.
• Actively cooperate with the Technical Lead and the MEAL Advisor to ensure the project is implemented organically and the different components are well integrated.
• Support reporting to donors through both formal and informal debriefings and reports; lead review of periodic programmatic reports and their ensure timely submission to the PD.
• Assist PD in maintaining active and cooperative relationships with all key stakeholders, including government officials, project partners, other implementing agencies, and related institutions.
• Work closely with project staff and partners to identify, document and disseminate best practices.
• Recruit and onboard staff as required by the project and based on workplan.
• Support and mentor project staff by creating and maintaining a work environment that promotes teamwork, trust, mutual respect, and empowers staff to take responsibility.
• Represent the project and the organization in public, as assigned, and support the distribution of information about project achievements and lesson learned.
• Conduct other activities as assigned by the PD.
• Reports to: TeachWell Project Director

Direct Reports:

• Crisis Modifier Senior Manager, Grants and Partnership Manager and Urban Support Coordinator

Working Environment:  

• Standard office environment, based in Nairobi. 25% travel to project location.

Qualifications

• Advanced degree from an accredited university in education, international development, or related field.
• 6 to 8 years of experience managing programs and partnerships portfolios for refugees or crisis-affected populations.
• Experience managing large-scale, complex, multi-partners portfolios; substantial experience managing diverse sub-grantees/sub-contractors. Experience with IRC PEERS is an asset.
• Grants and partnership technical background preferred.
• Strong negotiation skills and the ability to develop relations with local counterparts, donors, and other stakeholders.
• Supervisory experience and demonstrated success in staff capacity-building and in participatory, flexible, and gender-sensitive people management.
• Strong communication skills, both oral and written.
• Fluency in English required.