Intern - Programmes at Trocaire

Reporting to the Programme Manager, this is a (fixed term contract) for a period of initially six months (with the possibility of extension) and is based in Trocaire’s Global Support Office in Nairobi, Kenya.

Duties & Responsibilities

Programme Support

• Support the Programme Manager in drawing annual action plans with the partners and driving the process of smooth implementation for quality programming
• Provide guidance and support to partners on development of annual work plans, budgets and MEAL plans
• Coordinate grants “Kick off”, Induction, review and closure meetings at project level and support timely close out processes for projects
• Ensure timely, accurate monthly reporting from partners to allow consolidation and submission of the programme and finance report within the set timelines
• Provide regular reports on grants performance to the Programme Manager
• Together with the Programme Accountant, develop and implement institutional strengthening tools/plans for the partners.
• Develop action plans on all findings and work with partners to initiate the recommendations and close up
• Maintain an updated grants matrix for each partner that informs regular decision making as well as used as a reference tool when reviewing partner cash requests
• Support in the consolidation of monthly, quarterly, and annual programme and donor specific reports
• Contribute to the planning and development of projects including proposal development process with partners
• Support in development of articles, case studies and success stories on SKN programme for visibility and fundraising purposes

Grants Management & Compliance

• Support with the preparation of outgoing agreements, disbursements to partners, reconciliations and maintaining grants file and tracker
• Ensure timely training of project and partner staff to understand and comply fully with donor requirements.
• Manage grant agreements by ensuring compliance with the terms, rules, regulations, legal and regulatory requirements governing the award through closeout
• Identify partners capacity strengthening needs on donor compliance and in collaboration with relevant project staff, organise and assist in capacity strengthening workshops for partners
• Provide information during grants audits and compliance reviews at project level

Administrative Support

• Assist in the compilation and updating of inventory of non-expendable items/asset register (for the Nairobi and SKN Offices)
• Support the preparation for project related meetings including logistics, flights, transport, procurement of venue and budget preparation
• Assist with the scheduling of internal and external meetings or workshops, developing necessary background materials, and report/minutes preparation

Systems Management

• Support in central filing and updating grants information on Trocaire’s cloud-based information management system (Box, Salesforce)
• Maintain orderly files on on-going projects and projects and documentation on Trocaire’s system
• Assists in updating of dashboard presentations that showcase project delivery KPIs

Additional details of exceptional aspects of the job

• Able to work under pressure and adhere to tight deadlines on a wide range of tasks
• Able to keep abreast of developments in the sector as a whole
• Any other task, which may be assigned from time to time by the Programme Manager

Behavioural Competencies in Line with Trócaire’s Competency Framework

• Leading: Reflecting our values of Participation & Accountability, acts to inspire and lead others to achieve their potential, demonstrating Trócaire’s values with integrity in order to achieve our organisation’s objectives.
• Communicating: Reflecting our value of Participation, being one organisation, communicating clearly and transparently across, teams, units, divisions, locations and other external organisations. Getting our message across with impact.
• Collaborating: Reflecting our values of Participation & Solidarity, partnering effectively as One Trócaire organisation and, in solidarity, maintains positive relationships built on trust and respect.
• Stewardship of Resources: Reflecting our value of Accountability and decision-making around the best use of resources. Using our resources transparently, sustainably, ethically, fairly & with integrity; acknowledging Trócaire’s reputation in the use of resources.
• Delivering Results: Reflecting our values of Accountability & Perseverance, getting a quality job done through effective performance, planning and decision making.
• Continual Improvement & Learning: Reflecting our values of Participation & Courage, constantly looking to learn and develop self, employees, and partners to better fulfil Trócaire’s’ mission.
• Flexibility & Change: Reflecting our values of Participation & Courage, adapts positively to change and to different ways of doing things; manages or takes part in change processes in a way that is appropriate to role in the organisation.

Qualifications, Attributes and Other requirements specific to the role

• Degree in related field (Development Studies, Project management or related field) with willingness to learn and appreciation of programme planning and management, and communication
• At least 6 months experience working in an organisation setting
• Excellent organisational and administrative skills
• High degree of self-initiative and attention to detail
• Knowledge of basic Project Cycle Management knowledge
• Strong relationship management and positive approach
• Excellent team player and an ability to contribute to a strong dynamic team
• Good report writing and communication skills
• High degree of reliability, integrity and honesty
• Willingness to learn and expand knowledge
• An empathy with the values of Catholic Social Teaching.