The International Rescue Committee is a global humanitarian aid, relief and development nongovernmental organization.
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Under the direct supervision of the Supply Chain Officer, the Supply Chain Volunteer is responsible for supporting the Supply Chain Manager in delivery of all supply chain functions in Nairobi office.
Procurement and Logistics:
- Understand, implement and maintain IRC standard procurement policies and procedures
- Ensure that procurement is carried out in accordance to IRC and donor-specific polices
- Receive and update in BvA system all fully authorized Purchase Requests in timely manner.
- Obtain quotations from suppliers by preparing and submitting Request for Quotations (RFQs) or Requests for Proposals (RFPs)
- Monitor supplier performance and follow-up with suppliers on quality issues and timely delivery of goods
- Ensure that all supplies, services and equipment required are delivered on time
- Establish and maintenance ethical, professional working relationships with suppliers
- Utilise the online BVA system for Procurement tracking and documentation.
- Processing of payments on timely manner including Accommodation.
- Provide a timely response to field/requestor with an acknowledgement or an update
- Filling procurement documents.
- Preparing service and casual contracts.
- Following up with the Clearing Agent on all KRA, customs Department documents
- Maintain vendor/supplier files.
- Proactively provide feedback and updates to requesters on their requests within 48hrs.
- Perform other duties, as appropriate or requested by Supply Chain Coordinator/Supply Chain manager/Supply Chain Officer
- Any other duties Assigned
- Strong sense of personal integrity
- Attention to detail
- Ability to multi-task
- Team spirit and problem solving abilities
- Excellent interpersonal and communication skills
- Remains productive when under pressure
- Demonstrates a systematic and efficient approach to work
- Relates and works well with people of different cultures, gender and backgrounds
- Commitment, punctuality, proactive, a good team player, ability to work under difficult conditions in the field, trustworthy, honesty, etc
- All IRC staff are required to adhere to THE IRC Way Standards for Professional Conduct and the IRC country employment policies.
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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 in Kenya is the primary provider of health services in Kakuma and Hagadera (Dadaab) Refugee Camps, including clinical services, maternal and newborn care, nutrition and immunization services for children and pregnant and lactating women, community health outreach, and HIV-AIDS & TB prevention and care. IRC’s office in Lodwar, Turkana County, serves local communities through livelihoods support programming, support to VSLAs and women’s and girl’s safe spaces, and efforts aimed at preventing and responding to gender-based violence. In Nairobi and Kajiado counties, IRC supports urban refugees and vulnerable populations through its Economic Recovery and Development (ERD) programming, as well as through protection and advocacy. As of June 2021, IRC is initiating nutrition and women’s protection and empowerment (WPE) programming in West Pokot County, in collaboration with local partners.
SCOPE OF WORK
Based in Nairobi, the Grants Manager will be a key member of IRC Kenya’s Grants and Partnership Unit and will report to the Grants Coordinator. This position has supervisory responsibility for a Grants Assistant. Occasional travel to field sites and refugee camps may be required. The Grants Manager will work collaboratively with all members of the Grants and Partnership Unit, as well as with technical coordinators, monitoring and evaluation (M&E), finance and operations teams. The Grants Manager will primarily be responsible for proposal development, including development and adherence to proposal development timelines, for creation and advancement of OTIS records for proposal approval, and for compilation of the overall proposal package. They will be the focal point for in-country proposal development and with HQ for proposal review and revision, as required. In addition, the Grants Manager will coordinate and manage the grants reporting process in collaboration with the Grants Assistant and the Grants and Reporting Fellow. They will also contribute to overall grants management efforts and work to ensure adherence to donor regulations and compliance across grants and sites.
- On behalf of the Grants & Partnership Unit, coordinate the proposal development process through working with program and MEAL staff to develop and compile inputs to technical proposal narratives/concept notes and annexes; develop and/or review budget narratives, and undertake initial review of proposal drafts to ensure inputs are clear, and proper proposal templates and grant management procedures are followed.
- Develop and circulate Proposal Development Timelines, inclusive of roles and responsibilities of proposal development team members, to all relevant IRC Kenya program, finance and operations staff, TAs and regional/HQ staff and ensure timelines are met.
- Create and manage OTIS records. Secure all OTIS approvals for new proposals prior to submission to the donor. Ensure OTIS, Box and hard copy data is up to date for all new proposals and grants.
- Liaise with Finance for provision of budget breakdown for sites and program teams; ensure teams are provided correct budget templates; ensure budgets are completed on time and submitted for regional review, as required. Facilitate response to any comments.
- Liaise with Grants Coordinator/DDGA to ensure all concept notes, proposals and EOIs are in line with IRC Kenya’s SAP, meet internal IRC standards, and are donor compliant.
- Submit proposals and budgets and required annexes for HQ review, ensuring that the grant applications are prepared according to the required format and submitted to donors on time.
- Manage all internal and external grant reporting, including coordinating inputs from site, program, and M&E teams, to ensure high-quality, well-written and timely reports are produced meeting donor and IRC requirements, with support from the Grants Coordinator and program managers/ coordinators.
- Supervise the Grants Assistant to ensure timely and accurate circulation of weekly/monthly reporting timelines on Mondays/first of month, and required report templates, to the various program teams and M&E staff. Ensure adequate follow-up with the teams to ensure reporting schedules are met.
- Review the initial draft report once inputs have been compiled by the program teams and M&E staff; analyze content and data and proactively solicit feedback from program teams and M&E staff on content, and ensure revisions are managed in a timely manner. Edit reports as needed.
- Ensure reports are disseminated for review by IRC Kenya technical coordinators, Grants Coordinator/DDGA, and HQ team sufficiently in advance of due date to obtain final approval prior to submission to the donor.
- Ensure grant report due dates and submission dates are kept accurately updated on OTIS and upload final report submissions.
- Ensure all report submissions are filed in the Grants and Partnership Unit’s Box folder system, and hard copy files of report submissions are maintained, as appropriate.
- Accurately maintain grant report due dates and submission dates in the Grants and Partnership Unit’s Grants Tracking Sheet (GTS).
- With the support of the Grants Assistant, ensure regular and timely scheduling, preparation, and facilitation of Project Cycle Meetings (PCM), including but not limited to project/grant opening and closing meetings, ad hoc grant implementation meetings, and budget versus actual (BVA) meetings. Ensure required representation from each unit (program teams, Finance, Supply Chain, HR, and Grants) are in attendance, and that any needed pre-work is completed in advance of the meeting. Review and circulate meeting minutes, assign action items, and ensure proper, timely follow-up of issues raised.
General Grants Management/Administration
- Records Management: Support comprehensive information management and filing system to ensure all grant agreements, reports, key correspondences, T codes, etc. are appropriately filed in up-to-date and consistent soft (Box) and hard (physical) files managed by the Grants and Partnership Unit.
- Capacity Building: Ensure training is made available for program and operations staff at country office and field office levels on grants management related issues, including grant report writing and donor compliance issues, as needed. Support Grants and Reporting Fellow to develop and provide such trainings.
- Grant Tracking System (GTS): Update regularly and as grants are awarded/modified/closed and ensure consistency with OTIS and T1s. The GTS includes detailed and summary grant information on open and closed grants, reporting schedules and submission dates, upcoming meetings, publications, and proposals in the pipeline.
- Spending Plans: Ensure that each active grant has a current Spending Plan uploaded to IRC’s BVA system as soon as the grant is initiated, the finance codes (T1) are issued, and the is budget uploaded to the system by the Finance team. Coordinate and provide support to program and field operations teams to ensure Spending Plans are updated quarterly and uploaded to the BVA system on time.
- Bi-weekly COVID-19 updates and donor implementation brief: Ensure these informal donor reports are drafted every two weeks; Grants Assistant or Grants and Reporting Fellow should share templates with program teams and request inputs. Grants Manager should review inputs and edit as needed. Share with Country Director for on-time donor submission.
- Communication and information management: Provide support, as required, in drafting donor correspondences and taking minutes during grants-led meetings, as well as bi-monthly Senior Management Team (SMT) meetings, and following up action points, as required.
- Support other program initiatives / work streams / task as assigned.
- Provide technical back-stopping for field-based grants officers/interns/fellows/volunteers.
- Support the program department in other recruitments, if requested.
- Orient Grants and Partnership Unit staff and relevant new staff of all departments to the Grants and Partnership Unit processes and donor requirements and work closely with all IRC departments and field sites.
- University degree in international relations, or other relevant field.
- Master’s degree desirable.
REQUIRED EXPERIENCE AND COMPETENCIES
- 3 to 5 years of INGO field experience in a similar position: grants management, proposal development (program narratives and budgets) and donor reporting.
- Knowledge of UN (UNHCR/UNICEF/UNFPA/WHO), US (USAID/BHA/CDC), EU (ECHO/EC) and UK (FCDO) donor regulations, procedures, and requirements.
- Proven ability to develop winning proposals to public- and private-sector donors.
- Ability to work with tight deadlines for report writing/ information needs.
- Excellent written and spoken English essential.
- Excellent organizational skills, ability to determine and juggle multiple priorities, and attention to detail is critical.
- Ability to work in a multi-cultural context as a flexible and respectful team player – patience, cultural sensitivity, and application of contextual understanding in day-to-day work is required.
- Willingness to travel to the field sites as needed.
- High-level of knowledge and practice with Word, Excel, Outlook, etc. required.
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The Clinical Officer In Charge of the Health Posts/Clinics will be responsible for the overall coordination of health activities and supervision of the Clinical Officers and the staff in the Health posts and hospital. He /she will closely work and support the Health Manager in ensuring the routine services and management of the clinics are effectively provided at the health posts/clinics in the program. He/She will work closely with the Pharmacist, MCH nurses, Lab Technologist, PITC Nurse, Community Health Officers, Nutritionists and others in ensuring quality health services are provided to the beneficiaries. He/she will also provide support in the hospital as needed, doing ward rounds and ensuring coverage both day and night.
- Overall, in charge of all the general clinical officers in all Health posts and in the hospital.
- Ensure effective supervision of Health post /clinic staff (National and refugee staff)
- Ensure complete and accurate inventory of drugs and medical supplies located at the clinics and monitor/supervise their usage.
- Work with the clinic in -charges to provide supplies needs and make trimester orders.
- Conduct Monthly IPC assessment of Health Posts
- Responsible for ensuring routine HIS health facility data is accurate, consistent and timely submitted to the HIS department.
- Conduct support supervision visits on a monthly basis in each clinic and share the report with action points/recommendations with the Health Manager, FC and TCs.
- Set Performance Objectives for personnel reporting to him/ her and monitor their performance, i.e. the clinical officers as well as conduct Performance evaluation periodically.
- Attend the monthly clinical services staff meeting and share updates
- Plan and manage staff leave and R&R plans ensuring adequate coverage
- Review the JDs for the incentive staffs working in the clinics.
- Hold monthly meetings with the clinic staffs and share the minutes with the Health Manager and Field Coordinator.
- Clinical assessment and prescription of treatment for all patients in the clinic that He/She will be assigned to.
- Refer chronic cases to the various special clinics
- Properly cover weekends, arrange a rotation schedule with fellow clinical officers
- Conducts ward rounds in absence of the Medical Officer
- Properly document medical treatment on patients’ files
- Maintain an accurate and updated records keeping system in the health unit
- Carry out minor surgical procedures
- Attend to emergencies in ward in the absence of Medical Officer
- Attend and participate in the daily morning hospital handover meetings.
- Actively participate and regularly present in weekly continues medical education (CME) at the hospital.
- Handle disciplinary issues for the clinical staff with support from Health Manager and HR
- Training of staff on job and theory sessions.
Reporting and Coordination
- Ensure all patient records are properly documented in the patient files with all aspects of management being captured
- Ensure the weekly HIS reports are compiled and submitted on time.
- Conduct mortality audits for all deaths occurring in the pediatric and stabilization wards together with other staff working in the units and share the reports with the Health Manager on a monthly basis.
- Take lead in quality improvement at the health facilities and be part of (Quality Improvement Committee (QIC)
- Ensure accurate inventory records are maintained at the facilities.
Key Result Areas
- Ensure smooth running of the health post, providing supervision, support and guidance to all staff working at the Clinic.
- Ensure quality of care is maintained in management of patients
- Ensure that universal precautions and infection prevention guidelines are adhered to in the health facilities.
- Diploma in Clinical Medicine and Surgery
- Registered with clinical officer’s council
- Minimum 3 years working experience working in refugee health/ hardship setting.
- Strong leadership skills and integrity.
- Experience in management of health staff in health facilities.
Required Experience & Competencies:
- Good clinical skills – history taking, physical examination, ordering appropriate laboratory investigations and make appropriate diagnosis.
- Proven leadership integrity, communication, interpersonal, decision making skills.
- Excellent oral and written communication skills (English and Swahili).
- Experience in management of health staff in health facilities.
- Computer literacy in the use of MS Windows, Word, Excel, PowerPoint and Outlook is desired
- Ability to work and deliver results with minimum supervision
- Demonstrated ability to work as a team player.
- Experience of working in hardship area.
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IRC Kenya is the primary provider of health services in Kakuma and Hagadera (Dadaab) Refugee Camps, including clinical services, maternal and newborn care, nutrition and immunization services for children and pregnant and lactating women, community health outreach, and HIV-AIDS & TB prevention and care. IRC’s office in Lodwar, Turkana County, serves local communities through livelihoods support programming, support to VSLAs and women’s and girl’s safe spaces, and efforts aimed at preventing and responding to gender-based violence. In Nairobi and Kajiado counties, IRC supports urban refugees and vulnerable populations through its Economic Recovery and Development (ERD) programming, as well as through protection and advocacy. As of June 2021, IRC initiated nutrition and women’s protection and empowerment (WPE) programming in West Pokot County, in collaboration with local partners.
Scope of work
IRC Kenya seeks a Grants Coordinator who will be responsible for day-to-day oversight and management of the Grants and Partnership Unit, ensuring cohesiveness across the team. The Grants Coordinator should be an individual experienced in business/proposal development, grants management, donor reporting, and compliance with the demonstrated skills to work across IRC Kenya’s large, multi-sector country program portfolio and escalate issues, as needed, to the Senior Management Team (SMT) for timely review and/or discussion. Excellent communication and organizational skills are essential in this role. The Grants Coordinator will be the focal point for in-country donor correspondence and coordination of proposal and report submissions. In addition, the Grants Coordinator will coordinate and manage any donor due diligence requests on behalf of the country program, and in coordination with the East Africa regional grants team, as needed.
Currently, IRC Kenya’s grants portfolio consists largely of funding from UNHCR, BPRM, ECHO, GFFO and private foundations. One of IRC Kenya’s near-term strategic aims is to increase the number of local partners with whom the country program works and collaborates.
The Grants Coordinator will initially report to the Deputy Director for Grants and Accountability (DDGA), and then to the Country Director (CD) as recruitment for a DDGA is underway. The Grants Coordinator will have supervisory responsibility for the following: a (Sr.) Grants Manager, a Grants and Partnership Manager, two Princeton in Africa (PiAf) Fellows, including a Grants and Reporting Fellow and a Grants and Communications Fellow. They will work collaboratively with all members of the Grants and Partnership Unit, as well as the country program’s technical coordinators (TCs), the Monitoring, Evaluation, Accountability and Learning (MEAL) Coordinator, finance team, and operations team. The position is based in Nairobi (or remote) and occasional travel to field sites and refugee camps may be required.
- Research and maintain information on donor strategies and funding opportunities at the national level, in conjunction with the program coordinators.
- Maintain an in-depth knowledge of donor and Government of Kenya (GoK) policies, priorities, and strategies, and document and share internally key information/updates on such.
- Schedule ‘go/no-go’ meetings with senior staff in response to solicitations for proposals, and quickly communicate and document decisions made regarding current funding opportunities.
- Ensure that the IRC’s processes and system for managing proposal development in collaboration with programs, finance, and operations departments is understood and respected, and results in timely and quality submissions.
- Develop internal workplans for proposal development in coordination with all stakeholders, ensuring that roles and responsibilities are clearly defined and communicated to all staff involved.
- Support the (Sr.) Grants Manager(s) to coordinate proposal development ‘kick-off’ meetings, and lead program design/ logical framework development meetings with the relevant grants, program, and MEAL staff, including DDP, to ensure internal alignment on targets, indicators, outputs, and outcomes.
- Lead the proposal development process in coordination with DDP, sector/technical coordinators, field-based manages, MEAL staff, and the finance and operations teams to ensure submission of quality proposals.
- Liaise with HQ regional Awards Management Unit (AMU), grants units, technical units, and other functional departments to ensure proposals meet internal standards and are donor compliant.
- Ensure all new project proposals are developed in accordance with the Kenya program’s Strategic Action Plan (SAP), in compliance with IRC and donors’ rules and regulations, and meet internal standards.
- Act as focal point with donors in-country for the proposal and report submissions, as needed.
- Maintain in-depth knowledge of IRC internal policies and donor rules and regulations pertaining to IRC Kenya funding, and support Nairobi- and site-based staff in monitoring grants and sub-grants for compliance throughout the project implementation period.
- Review donor agreements, amendments, and modifications and coordinate their review with the relevant IRC HQ office. Coordinate and support the team to obtain DOAs, as required, prior to grant signatures, as needed.
- Ensure all donor report deadlines and submissions are being accurately tracked in the country program’s excel-based Grants Tracking Sheet (GTS) and in OTIS (IRC’s Opportunity Tracking Information System), as required.
- Work collaboratively with the Grants and Partnership Unit to ensure donor reports are submitted on-time, providing support as needed, in report coordination and collation. Review reports prior to submission for coherence and accuracy, ensuring high-quality, well-written, and timely reports meeting donor and IRC requirements.
- Coordinate information on beneficiary numbers and indicator targets achieved with the Monitoring, Evaluation, Accountability and Learning (MEAL) Coordinator for reporting purposes and keep abreast of progress against targets/indicators
- Lead capacity development of Program and Grants staff to ensure that they have the skills and knowledge on how to write donor reports, working toward strengthening writing and style formulation.
General Grants Management
- Ensure grants management tools and resources are streamlined and disseminated to relevant IRC staff in the main and field offices.
- Regularly review the Grants Tracking Sheet (GTS) and other information management systems to ensure they are up to date and accurate.
- Ensure that field team’s programs and operational staff have updated grant records and documents for all grants and that they are timely provided information on changes to donor regulations or relevant communications, where applicable.
- Coordinate with site and programs teams to ensure visibility requirements are met on-time and properly documented.
- Ensure Project Cycle Meetings (PCM) are regularly conducted for all current grants and that they are documented, and action points are disseminated and followed-up in a timely manner.
- Coordinate among the Grants and Partnership Unit, technical sectors, operational units, relevant field staff and senior management to recommend and/or work through approaches to grant/budget amendments/modifications.
- Monitor burn rates via monthly budget versus actual (BVA) meetings; ensure timely follow-up of action items surfaced at meetings and escalate issues, as needed, for resolution and successful implementation of programs.
- Support the Grants and Partnership Manager to achieve timely and quality review and processing of partner vetting, assessments, proposals, and agreements, while streamlining the application of IRC’s Partnership Excellence for Equality and Results System (PEERS) tools and processes.
- Ensure IRC Kenya’s partnership and sub-grants tracking tools are maintained and are up-to-date, and be able to provide updates to the SMT and other key staff on the status of all partner/sub-grant applications, reviews, and awards across sectors and sites.
- Ensure key achievements and challenges related to partnership and sub-grants are communicated to donors and IRC senior management in a timely manner.
- BA degree required; Master’s degree in Accounting, Economics, International Affairs, Social Sciences, or STEM (Science, Technology and Math) strongly preferred.
Required experience & competencies
- At least five years of experience working in program management, grants management and proposal/business development/design required.
- Experience supervising and working closely with diverse teams.
- Proven staff management experience required, and strong capacity to mentor and build capacity of staff.
- Knowledge of UN (UNHCR/UNICEF/UNFPA/WHO), US (USAID/BHA/CDC), EU (ECHO/EC) and UK (FCDO) donor regulations, procedures, and requirements. Familiarity with major donor rules and regulations; grants management experience mandatory.
- Proven ability to develop winning proposals to public- and private-sector donors. Program development experience mandatory, including development of key project documents such as logical frameworks, implementation plans, etc.
- Fluent English skills (written and verbal) required. High quality copywriting and editing skills.
- Excellent organizational skills, time management, ability to determine and juggle multiple priorities, and attention to detail are critical.
- Possess strong communication skills and the ability to work in a multi-cultural context as a flexible and respectful team player – patience, cultural sensitivity, and application of contextual understanding in day-to-day work is required.
- Willingness to travel to the field sites and refugee camps in Kenya, as needed.
- High-level of knowledge and practice with Word, Excel, Outlook, etc. required.
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WISH2ACTION is a comprehensive, integrated approach to ensure equitable access to family planning and sexual and reproductive health and rights (SRHR), prioritising the most underserved women and girls, particularly youth under 20, the very poor, and marginalized populations (including people with disabilities, people displaced or affected by humanitarian crisis, and people living in hard-to-reach areas). IRC is an implementing partner in the WISH2ACTION project and will be responsible for delivering contraceptive services as part of a package of sexual and reproductive health, to women and girls in Somalia, South Sudan, and in refugee settings in Ethiopia and Kenya.
Based in IRC’s International Hub (I-Hub) office in Nairobi, the Senior Coordinator, WISH2ACTION will be responsible for ensuring effective coordination of internal and external stakeholders and monitoring of WISH2ACTION project performance. The Senior Coordinator will ensure that IRC’s component of WISH2ACTION is implemented in accordance with FCDO regulations, IRC policies and international standards of delivering integrated sexual and reproductive health programs. To achieve these goals, the Senior Coordinator will manage and monitor work plans and deliverables, track spending, identify technical support needs and deploy relevant advisors and specialists to the country programs. The Senior Coordinator will serve as the main focal point for IRC for the project for internal and external representation and manage staff members providing measurement and grants related aspects of project delivery.
Project Management and Monitoring
- Work with IRC country program staff to develop and actively track project work plans
- Closely monitor overall program quality and performance in terms of data measurement, spend rate on budgets, staffing at country level, on-time delivery of reports and other products.
- Coordinate deployment of technical and measurement staff to provide remote and in-country support to country programs in achieving project deliverables country programs to staff
- Act as the singular focal point for regular updates to relevant IRC internal stakeholders, including regional leadership, international programs department (IPD) leadership, and program quality unit (PQU) leadership
- Directly manage two regional staff supporting the WISH2ACTION program
Technical Assistance and quality assurance
- Provide remote and in-person technical assistance to IRC country program teams to improve WISH2ACTION program quality and performance
- Review WISH2ACTION performance regularly with IRC country program staff and make recommendations for project course correction
- Provide recommendations to country program teams on quality improvement for the WISH2ACTION program
- Collaborate with health technical advisors to share experiences and lessons learned from WISH2ACTION to improve health program quality
Partner Coordination and Representation
- Serve as the focal point with WISH2ACTION consortium partners to develop joint work plans and share IRC-specific progress and lessons learned
- Represent the IRC at consortium-level meetings and in presenting project results to external actors
- Coordinate the production of all narrative reports from IRC country teams team and provide feedback to improve product quality, accuracy, and style
- Ensure high quality, timely and coherent reporting, both financial and narrative to the consortium lead
- A minimum of 5 years’ experience in public health project management, including at least two years managing a project of similar size and complexity in a developing country setting, preference for work experience in East Africa
Demonstrated Skills and Competencies:
- Previous experience leading a large donor-funded project with strict deliverables and compliance requirements, preference for previous FCDO project management experience
- Excellence in monitoring and evaluation of public health programs and program management including knowledge of budgeting principles and donor reporting
- Demonstrated knowledge of sexual and reproductive health programs, especially family planning programs in resource-limited settings
- Demonstrated experience in project design, proposal development and reporting
- Ability to work with remote, multi-cultural and multi-disciplinary teams
- Excellence in writing and presentation
- Facilitation skills: ability to organize and executive workshops with multiple stakeholders and achieve desired outputs
- Education: Master of Public health or equivalent.
- Language Skills: Fluency in English
- Certificates or Licenses:
- Standard office working environment
- Some international travel as needed up to 30%
Method of Application
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