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Requisition ID: req20441
Job Title: Urban Support Coordinator
Employment Category: Fixed Term
Employment Type: Full-Time
Open to Expatriates: No
Location: Nairobi, Kenya
The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.
The IRC has been operational in Kenya since 1992, when it began delivering health services in Kakuma refugee camp and in Dadaab refugee camp. The IRC operate livelihood program for Urban refugees and vulnerable urban poor in Nairobi Metropolitan area with offices in Rongai, Pangani and Kawangwere. The IRC’s programs targeting communities in Turkana County are based out of the Lodwar office and primarily address reproductive health, prevention of and response to GBV through the Lodwar County and Referral Hospital, communicable disease prevention and strengthening governance systems and Nutrition in both Turkana and West Pokot. The IRC’s programs in Turkana and West Pokot are recognized for their capacity-building and support of county-run clinics and health facilities, including the Lodwar County and Referral Hospital.
Summary of Responsibilities– The urban program support Coordinator shall be responsible for supporting, coordinating and supervising the implementation of the IRC programs in Nairobi Metropolitan areas with specific focus in ensuring effective functionality of all the support functions of the program. Additionally, the Urban program support Coordinator will support adherence to the Mission Strategic Objectives in the Kenya Program within program development in Nairobi Metropolitan area. The Urban Program Support Coordinator will be responsible for grant management and reporting, direct supervision and monitoring of Human Resources, Administration, Logistics, Finance, security and all Program functions of the program to ensure strict compliance to all IRC procedures/policies. The Urban Program Support Coordinator will oversee day to day management of Staff Safety and security during all phases of Nairobi Metropolitan operations. The Urban program support Coordinator will be responsible for assessing program support and program support staff quality, effectiveness and providing guidance and support to staff. The Field Coordinator will from time to time represent the IRC Nairobi Metropolitan area programs in various coordination forums. The Urban Program Support Coordinator reports to the Deputy Director Operations, he or she will have working relation with ERD coordinator, DDP, DDFM, DDGA, safety and Security Coordinator, Supply chain Coordinator, Program Managers and will be responsible for the following.
- Provides assistance to the Program Managers in Nairobi Metropolitan area, the Senior Management Team based in Merchant Square in Nairobi as required or as requested. The Program Managers report functionally to their respective Technical Coordinators and administratively to the Urban program support Coordinator.
Provide support and leadership in grant management, budget monitoring, new program development, monitoring and evaluation including strategic planning. More specifically.
- Ensure quality and timely implementation of grants by staff with specific focus to the program support sections of each respective grant.
- Support field teams in the Review of Monthly Budget vs. Actual reports with program staff, make recommendations on the basis of these and ensure that appropriate action is taken in a timely fashion.
- Identify new program possibilities in collaboration with field- and Nairobi-based program staff, specifically the Deputy Director Programs, Deputy Director of Grants and Accountability and the Technical Coordinators.
- Based on identified needs, make recommendations to Nairobi for development of new proposals and expansion of Programming in neighboring Counties.
- Ensure appropriate M&E activities are carried out regularly by program staff in all sectors (data collection & analysis, monitoring of project progress against established work plans, monitoring of established indicators and utilization of results to inform program (re-)design).
- Support the integration of program activities to create coherent, quality and complimentary programming; Specific focus to ensure strong integration of program support functions with direct program related activities
- Ensures policies and procedures are in compliance with applicable IRC, funding source and government policies, procedures and requirements.
- Ensures Lodwar Programme staff act in accordance with the IRC policies.
- Promptly informs the Deputy Director of Operations (DDO) on any areas of concern or potential or suspected violations.
- The Urban program support coordinator effectively communicates all relevant compliance issues during program design / development and Grant Opening & Closing Meetings, or as encountered.
- With support from the Safety and Security Coordinator, monitor the security situation and development in Nairobi metropolitan area with implications for staff safety and for program implementation;
- Maintain Health and Safety standards by carrying out regular inspection of the office updating warning notices and up-dating first aid kits with the support of the Safety and Security Coordinator
- Directly manages, supervises and mentors the Finance and Supply Chain and program staff of the Urban Programme.
- Ensure that all performance evaluations for all staff are conducted on time, and review all evaluations to ensure quality and consistency.
- Support in identifying training needs for Urban Programme staff and make appropriate recommendations to the DDP, DDO and the CD.
- Ensure that administrative matters of the field office are carried out in accordance with IRC HR and administration policies.
- Ensure that all IRC staff at the Field level comply with the IRC Code of Conduct/IRC WAY and other relevant policies pertaining to staff conduct.
- In collaboration with supply Chain Coordinator, oversee the carrying out of supply chain operations by Urban Program Supply Chain staff, including procurement (both local and through Nairobi Office), stock management, asset management, vehicle operations, equipment maintenance and repair (including communications and computer equipment);
- Coordinates all transport and travel arrangements for the Urban Programme in collaboration with Nairobi Supply Chain team/ transport officer.
- Ensure compliance with IRC and donor Supply Chain policies at all times.
- Support and ensure accurate staff movement planning at all times
- Oversee the financial management of Urban office operations including cash management, issuing and tracking advances, ensuring complete and correct use of all finance forms; timely notice to the head office for cash transfer/petty cash needs.
- Ensure compliance with IRC and donor finance policies at all times.
Representation / Communications
- Represent IRC in external engagements with GoK, UN-Agencies, IRC Partners, other NGOs and key stakeholders.
- Coordinate IRC program activities with relevant officials and other humanitarian agencies.
- Assist in the preparation of regular reports to keep partners and stakeholders informed of IRC’s activities.
Performs other administrative or office duties or projects as required or as assigned.
- Bachelor’s Degree in Business Administration or related field of study.
- 5 years’ experience in administration and management as an Office Manager or similar position, three years of which must have been spent working with an international NGO.
Skill and Abilities.
- Excellent organizational and analytical skills.
- Ability to write narrative and analytical spread sheet reports
- Proven computer literacy in MS-Word, MS-Excel MS-Access or related programs required
- Ability to plan, prioritize, coordinate, and perform multiple tasks simultaneously
- Ability to work under pressure and to meet deadlines
- Spoken and written fluency in English and Kiswahili desired
- Willingness to put in extra hours in emergencies
- Willingness to travel to the field
- Systems oriented individual
- Good team player
Standards of Professional Conduct: The IRC and IRC workers must adhere to the values and principles outlined in the IRC Way – Code of Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, Combating Trafficking in Persons and several others.
Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowance.
Kenyan nationals are encouraged to apply. International allowances are not available for this position. Salary and employee benefits are compliant to the Kenyan NGO Sector.
IRC is an Equal Opportunity Employer and considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status or disability.
Please take note that International Rescue Committee (IRC) does not ask for any fees in connection with its recruitment processes.