Job Opportunities at International Rescue Committee

Job Description

Working under the guidance of the construction Manager, the Clerk of Works is responsible for construction and maintenance of all existing IRC buildings in Hagadera and supervision of new constructions in all sites in Hagadera.

Key Responsibilities

1. Oversee and supervise all construction activities for IRC in Hagadera
2. Assist in identifying the right contractors for construction work.
3. Assist in review contractors’ performance as per contracts awarded by IRC
4. Keeping track of all construction IRC tools and equipment.
5. Supervising of all incentive staff (maintenance team) and casuals working under him at any given time
6. Assist estimating bills of quantity/ quotation for constructions and maintenance repairs
7. Assist in identifying and procurement of construction materials
8. Making sure that programs construction materials are received on site, kept safely, and always maintain track of the same
9. Supervise the constructions, maintenance and repair works around IRC facilities in the field
10. Supervise contractors on site and report on progress frequently
11. Assist in prepare and submit monthly reports on repairs and constructions to the Construction Manager.
12. Undertake any other responsibility assigned by the supervisor

Key Result Areas.

1. Supervising all construction on field sites.
2. Performing routine maintenance checks
3. Supervising all maintenances incentive staff.
4. Tracking all IRC tools
5. Adhere to the IRC policy and procedures.

Qualifications

1. Diploma/Degree in building, Construction Management, civil engineering or any other equivalent.
2. Basic Computer skills
3. AutoCAD computer skills added advantage.
4. Good communication in English and Swahili

Required Experience & Competencies

1. Thorough method of working with ability to work under pressure to pursue multiple tasks simultaneously to successful conclusions
2. Positive attitude with good sense of humor.
3. Committed team player.
4. Ability to live and work in an isolated area and in conditions of limited comfort.
5. At least Three years’ experience working in any equivalent position.
6. The following experience will all be advantageous: previously worked with an NGO.

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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.

Major Responsibilities

Leadership:

1. 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.

Program Management

1. Provide support and leadership in grant management, budget monitoring, new program development, monitoring and evaluation including strategic planning.  More specifically
2. Ensure quality and timely implementation of grants by staff with specific focus to the program support sections of each respective grant.
3. 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.
4. 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.
5. Based on identified needs, make recommendations to Nairobi for development of new proposals and expansion of Programming in neighboring Counties.
6. 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).
7. 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

Compliance:

1. Ensures policies and procedures are in compliance with applicable IRC, funding source and government policies, procedures and requirements.
2. Ensures Lodwar Programme staff act in accordance with the IRC policies.
3. Promptly informs the Deputy Director of Operations (DDO) on any areas of concern or potential or suspected violations.
4. The Urban program support coordinator effectively communicates all relevant compliance issues during program design / development and Grant Opening & Closing Meetings, or as encountered.

Security

1. 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;
2. 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

Human Resources/Administration

1. Directly manages, supervises and mentors the Finance and Supply Chain and program staff of the Urban Programme.
2. Ensure that all performance evaluations for all staff are conducted on time, and review all evaluations to ensure quality and consistency.
3. Support in identifying training needs for Urban Programme staff and make appropriate recommendations to the DDP, DDO and the CD.
4. Ensure that administrative matters of the field office are carried out in accordance with IRC HR and administration policies.
5. 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.

Supply Chain

1. 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);
2. Coordinates all transport and travel arrangements for the Urban Programme in collaboration with Nairobi Supply Chain team/ transport officer.
3. Ensure compliance with IRC and donor Supply Chain policies at all times.
4. Support and ensure accurate staff movement planning at all times

Finance

1. 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.
2. Ensure compliance with IRC and donor finance policies at all times.

Representation / Communications

1. Represent IRC in external engagements with GoK, UN-Agencies, IRC Partners, other NGOs and key stakeholders.
2. Coordinate IRC program activities with relevant officials and other humanitarian agencies.
3. Assist in the preparation of regular reports to keep partners and stakeholders informed of IRC’s activities.
4. Performs other administrative or office duties or projects as required or as assigned.

Qualifications

1. Bachelor’s Degree in Business Administration or related field of study.
2. 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.

1. Excellent organizational and analytical skills.
2. Ability to write narrative and analytical spread sheet reports
3. Proven computer literacy in MS-Word, MS-Excel MS-Access or related programs required
4. Ability to plan, prioritize, coordinate, and perform multiple tasks simultaneously
5. Ability to work under pressure and to meet deadlines
6. Spoken and written fluency in English and Kiswahili desired
7. Willingness to put in extra hours in emergencies
8. Willingness to travel to the field
9. Systems oriented individual
10. Good team player