Humanitarian Programme Support Officer at Trocaire

Background to the Role:

Trócaire’s work in Kenya develops sustainable livelihoods, supports victims of gender based violence and those living with HIV/AIDS, promotes democracy and peaceful co-existence, and helps communities prepare for and respond to natural disasters.

In response to severe drought in 2017, Trocaire is now scaling up with a new emergency response that builds on its existing livelihoods programme. Trocaire is seeking a programme support officer that will support this response and work with the livelihoods team to ensure a needs-based, appropriate response is delivered.

Reporting to:Livelihoods Programme Manager

Contract Type: Fixed

Contract Duration:12 months

Location of[1] Position: Nairobi with regular travel to project sites in Kenya

Scope of the Role:

• The primary function of this role is to support the delivery of Trócaire’s Humanitarian interventions in Kenya in response to drought
• The role will support and advise local partners in the delivery of humanitarian response in line with key international standards
• In addition, the role will provide administrative support to the allocation and documentation related to humanitarian funds within Trocaire

Safeguarding[2] Children Policy:

The successful applicant will be expected to sign and adhere to Trócaire’s Safeguarding Policy

Key Duties & Responsibilities

Programme Support for Kenya Humanitarian response (70%)

• Supporting the smooth implementation of Trócaire’s Emergency Response in Kenya

• Supporting the management of the Kenya humanitarian budget, ensuring spend is on track with timeline objectives
• Preparing and submitting programme documentation, including situation reports, programme updates and reports, presentations and communication pieces.
• Maintaining relationships with key staff in partner organisations in the Kenya humanitarian programme
• Reviewing partner proposals and budgets
• Supporting partners to meet their reporting schedules (financial and narrative), reviewing narrative reports to ensure that all reports respond to the relevant programme indicators and are in line with requirements
• Mentor and guide partners in meeting key international humanitarian standards in their response
• Conducting preliminary review of partner’s financial project reports ahead of review from finance team
• Maintaining relationships with other key stakeholders (Caritas International agencies in particular).
• Monitoring of events in the Kenya (conflict/ disasters/ political discord) to ensure Trócaire is prepared and has all information relevant to the effective implementation of this emergency response.
• Attend and represent Trocaire at cluster meetings or other networks as directed by the programme manager
• Preparing partner grant agreements, ensuring correct bank details are received and signed copies are filed.
• Keeping track of grant agreements, organising extensions or addendums if necessary.
• Ensuring approved funds to the partner are transferred in a timely manner in line with the organization’s policies and procedures
• Maintaining the programme and project documents through the Trócaire’s online system

Administrative Support (20%)

• Preparing partner grant agreements, ensuring correct bank details are received and signed copies are filed.
• Keeping track of grant agreements, organising extensions or addendums if necessary.
• Ensuring approved funds to the partner are transferred in a timely manner in line with the organization’s policies and procedures
• Maintaining the programme and project documents through the Trócaire’s online system

Communications (10% )

• Gather and prepare material for internal and external humanitarian communications work, including case studies
• Support Visibility of Humanitarian Work within Trócaire

[1] As this post is based on the Island of Ireland, non EU / EEA nationals will require current and valid permission to work and reside in the Island of Ireland as work permits are only issued in exceptional circumstances and for very limited periods. Evidence of this permission should accompany your application.

[2] All offers of employment with Trócaire may be subject to police clearance.

All new hires are required to complete a Self-Declaration Form and sign up to our Code of Behaviour contained in our Safeguarding Children Policy. For additional information please consult the Human Resources Department.

REQUIREMENTS

Qualification

Third level qualification in relevant discipline i.e. humanitarian

Experience

• Experience working in a development organisation and a good understanding of humanitarian issues
• Experience of administrative work
• Experience of working with donor grants
• Experience of budgeting and financial reporting
• Experience in proposal and report writing

Skills

• Good writing and communication skills
• Good inter-personal skills with the ability to communicate sensitively to a broad range of people and organisations within a cross cultural context
• Ability to work effectively within a team and in support of colleagues
• Proven organisation and administration skills
• Competent with standard IT packages including word, excel, databases e.g. Salesforce, Agresso
• Social media skills
• Ability to organize his/her work independently
• Ability to prioritize, meet deadlines and multitask
• Concrete and action oriented person
• Good attention to detail

Qualities

• Ability to organize his/her work independently
• Ability to prioritize, meet deadlines and multitask
• Concrete and action oriented person
• Good attention to detail