Job Opportunities at International Rescue Committee

Key Responsibilities
Operating budget development

• Developing the Field Operating Budget reforecast and submitting accurate and realistic projection to main office in a timely manner.
• Identify any shortfalls in shared costs budget coverage and ensure new budgets cover the appropriate percentage of shared costs.
• Regularly prepare national and incentive staff cost analysis to help management and program leads in decision making. Ensure to advice DDF for any staff budget gaps or surplus.
• Review staff hiring request to ensure availability of funds before hiring.
• Assisting in the development and preparation of field cost allocation for reasonableness SPC distribution to various project and any significant variance should report to DDF and field coordinator.
• Provide guidance, technical assistance, and support to the team members on grant management and budget forecasting.
• Accurately track and analyze expenses and revenue; advise leadership whether the operation is within the objective target.

Development of New budget proposals, Realignment /Grant management

• Working closely with the Program leads in the development of new budget proposals and modification and ensuring all relevant cost are factored and are realistic.
• Train the program managers on developing realistic proposal budget and demonstrate various techniques for them to monitor & manage various project budgets.
• Closely monitor all grants to ensure that grants are spent according to the donor allowable flexibility limit. Any overspending /under spending should be brought to the management for necessary action.
• Work closely with program Manager and support in creating project categories (D2) and mapping the budget to comply with donor reporting requirements.
• Regularly update the grant Dashboard as and when required to support for review of grant financial performance and ensure maximum utilization of budgeted amounts and to provide recommendations for realignments as required.
• Ensure that all accruals at grant closure are accurate, valid and are promptly liquidated.
• Represent finance during program monitoring cycle meeting.

​​​​​​​Analysis of Balance sheet account balances.

• Regularly review and analyze the balance sheet accounts and ensure the balances are accurate and up to date. Assist Finance on Follow up long outstanding balances and ensure they are cleaned up immediately.
• Prepare correction journal entries as and when required and record the transaction in Accounting Software.
• Perform vendor account and Voucher transactions analysis and ensure the balance is accurate and settled in a timely manner.
• Continuously review and monitor the inventory accounts balances and ensure they tally with inventory aging report. Any unusual balances noted to be reconciled on a timely manner.
• Ensure donated and In-kind assets and supplies are reviewed and fully supported as per IRC policy before recording to the system.

​​​​​​​Internal Control

• Regularly assess the field internal control system and report any identified weakness to DDF.
• Ensure that the invoices and payment journals are sufficiently supported with relevant documentation before approval is done.
• Work closely with the Field Finance team and ensure that Monthly financial transactions are closed in time as per set deadline provided.
• Safeguard the organization’s assets by implementing IRC’s Internal Control procedures.
• Reviewing all bid-analysis for procurements by ensuring compliance within IRC policies and procurement procedures are adhered to.
• Ensure that all payment requests and disbursements submitted to Finance are paid before the end of the month to ensure they are recorded within the same month they are presented for payment.
• Production of required monthly and ad hoc reports.
• Regularly update the Field National staff Salary map to ensure that staff costs are proportionately allocated to the available grants’ accordance to time and effort individual spent on the grant.
• Review the incentive Monthly mapping to ensure the costs are proportionately allocated to available grants in accordance with time and effort spent on the individual grant.

​​​​​​​Treasury Management.

• Regularly review the field office cash position and cash forecast prepared by Finance Officer to ensure its accuracy and adequate cash is availed for effective program implementation.
• Regularly review field MPESA MMF and utility account balance available to cover the payment demand.

​​​​​​​Training & Support

• Identification of capacity building trainings issues to be addressed to improve the quality of financial preparation, Donor reporting, Budget preparation, Payment process etc. Develop a capacity building plan for finance & non-finance staff for them to be capacitated for succession.
• Responsible for training finance and non-finance staff on IRC financial procedures and financial management.
• Responsible for new staff training and orientation on IRC finance policy.
• Ensures comprehensive and constructive performance reviews are completed on a timely basis and facilitates discussion of performance and career options with staff reporting directly under you.
• Maintains/update current job descriptions for all positions within the finance group that are under your supervision.
• Daily Supervision and review of the workflow processes for Kakuma finance staff to ensure efficiency and effective implementation of program activities.

​​​​​​​Minimum Qualifications:

• Bachelor’s degree in accounting, or Finance or CPA-K.
• Computer literate with significant experience in excel, accounting packages & Integra accounting system will be an added advantage.
• Ability to carry out responsibilities independently with minimal technical support.
• The candidate should be mature, with a stable personality and ability to maintain confidentiality.
• At least 3 years of finance and accounting experience in a similar post.
• Knowledge of Excel and ERP system an added advantage.
• Working knowledge of accounting software such as Microsoft 365 a plus (INTEGRA SYSTEM)
• Ability to work under pressure and meet deadlines and be well organized.
• Ability to carry out work with a high degree of integrity and maintain confidentiality.
• Strong communication skills
• Be adaptable and flexible with a view to taking on board new tasks and new assignments in due course.

go to method of application »

Key Responsibilities

• Oversee and supervise all construction activities for IRC in Hagadera
• Assist in identifying the right contractors for construction work.
• Assist in review contractors’ performance as per contracts awarded by IRC
• Keeping track of all construction IRC tools and equipment.
• Supervising of all incentive staff (maintenance team) and casuals working under him at any given time
• Assist estimating bills of quantity/ quotation for constructions and maintenance repairs
• Assist in identifying and procurement of construction materials
• Making sure that programs construction materials are received on site, kept safely, and always maintain track of the same
• Supervise the constructions, maintenance and repair works around IRC facilities in the field
• Supervise contractors on site and report on progress frequently
• Assist in prepare and submit monthly reports on repairs and constructions to the Construction Manager.
• Undertake any other responsibility assigned by the supervisor.
• Supervise water supply to the facilities.
• Work with Admin personnel and Partners (UNHCR/PWJ) to ensure fuel supply is maintained.

Key Result Areas.

• Supervising all construction on field sites.
• Attending to Maintenance requests.
• Performing routine maintenance checks
• Supervising all maintenances incentive staff.
• Tracking all IRC tools.
• Adhere to the IRC policy and procedures.

Minimum Qualifications:

• Diploma/Degree in building, Construction Management, civil engineering or any other equivalent.
• Basic Computer skills
• AutoCAD computer skills added advantage.
• Good communication in English and Swahili
• Thorough method of working with ability to work under pressure to pursue multiple tasks simultaneously to successful conclusions
• Positive attitude with good sense of humor.
• Committed team player.
• Ability to live and work in an isolated area and in conditions of limited comfort.
• At least Three years’ experience working in any equivalent position.
• The following experience will all be advantageous: previously worked with an NGO.

go to method of application »

Responsibilities

Proposal Development

• 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 Senior 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.

Grants Reporting

• 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 Senior Grants Coordinator and program managers/ coordinators.
• Supervise 2 Grants Officers and 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 andM&E staff. Ensure adequate follow-upwith 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, Senior 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).

Grants Meetings

• With the support of the Grants Officers and 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.
• Grants Set up: Ensure that each active grant has a current Items Forecast uploaded to IRC’s Integra systemas soonasthe grant isinitiated,thefinance codes(D1)areissued,andthe isbudget uploaded to the system by the Finance team. Coordinate and provide support to program and field operations teams to ensure Items Forecast are updated as appropriate and uploaded to the Integra system on time.
• 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.

Human Resources

• Provide technical backstopping 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.

Minimum Qualifications:

• University degree in International Relations or other relevant field
• Master’s degree desirable.
• 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.