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ERICC Finance Manager

  • The Contracts Finance Manager will join the Airbel team to help us deliver high-quality financial and subcontract management across these complex awards. In this role you will work closely with project teams and partners to provide high-quality financial analysis, support budget realignments, forecasting and tracking, ensure timely and accurate reporting, maintain contract records, and coordinate with subcontractors for budget delivery and financial compliance with FCDO contract requirements.

Key Responsibilities

  • Reviewing subcontract partners’ monthly financial reports and supporting documents, ensuring they are complete, accurate and produced in a timely manner for consolidation and submission.
  • Provide recommendations for payment, questioning and disallowing expense claims in line with FCDO cost eligibility guidelines.
  • Ensuring financial reports are produced in compliance with FCDO and IRC exchange rate policies, including keeping track of expenditure in the various currencies.
  • Share feedback on questioned costs with partners and follow up to ensure that recommendations are implemented. Maintain an action tracker for remediation of findings and questioned costs, and gaps and resources required to address these.
  • Actively track expenditure versus project budget, prepare monthly Budget vs Actuals (BVA) reports highlighting variances and resource allocation needs to Project leads, and flagging any arising issues as relevant.
  • Ensuring that partners keep supporting documents for all financial transactions and keep ledgers for Fixed Assets, Risk Register, Purchase Requisitions, Cash Receipts and Disbursements, and are following the agreed systems for Level of Effort reporting and procurements.
  • Submitting payment requests to IRC Finance and processing fund transfers to partners. Maintain a register to show the advance funds to partners, the liquidation patterns, and the balances at any time.
  • Work closely with Project Leads and IRC Country Program counterparts to ensure effective and timely budget monitoring, payments, booking of expenses and accurate financial reporting.
  • Ensuring internal accounting documents are produced accurately and on a timely basis.

Demonstrated Skills And Competencies

  • Bachelor’s degree International Affairs, Public Administration, Economics, Business Studies, Accounting, Commerce, or equivalent professional experience.
  • At least 2-3 years of related work experience, preferably for an International Non-Governmental Organization managing FCDO grants and contracts.
  • Demonstrated experience leading complex grants and projects throughout implementation, including financial compliance and reporting processes.
  • Excellent budget and financial management skills, including experience tracking expenses, developing spending plans and forecasts, and high proficiency in Excel.
  • Experience working on FCDO grants or contracts preferred, with good working knowledge of FCDO Terms & Conditions.
  • Experience working with subcontractors and partners, including partner financial monitoring and reporting.
  • Excellent interpersonal and communication skills: the ability to successfully and effectively liaise with a variety of people in a multi-cultural environment and work on a virtual team
  • The ability to work independently and productively in a fast-paced environment – pro-activity and initiative to problem solve within the job parameters is critical; strong analytical problem-solving skills.
  • Fluent in English.

Working Environment

  • Standard office working environment or remote work.
  • Some international travel may be required for partner capacity support visits.

Program Development Advisor, East Africa (Business Development)

The Purpose of the Role

  • The Program Development Advisor (PDA), East Africa will support country programs to pursue funding opportunities in line with IRC’s Business Development Strategy. Support will include all phases of the business development process, from opportunity identification to contract signature, including pre-positioning, partnerships building, proposal development, and due diligence phases. The successful candidate will have a strong track record of working on new funding opportunities in humanitarian and international development with a range of multilateral and bilateral donors (USAID, US Department of State, FCDO, EU and DG ECHO, GFFO, BMZ, Sida, SDC, World Bank, etc.), as well as experience collaborating with local partner organisations.
  • The PDA will support business development for institutional donors in the IRC’s East Africa region, which comprises programs in Ethiopia, Kenya, Somalia, South Sudan, Sudan and Uganda. Candidates who are from these countries and/or have significant experience in the region are strongly encouraged to apply.

Scope and Authority

  • This position does not have any line management responsibilities.

Key Working Relationships

  • Reports to Senior Program Development Advisor, East Africa. Works closely with all Regional Program and Award Support team members, the Regional Business Development Advisor (Capture and Engagement), Business Development (Specialist Team) and across all other teams within Awards Management Unit, Crisis Response Recovery and Development Department, Global Partnerships and Philanthropy, Global Supply Chain, Finance, Office of General Counsel, Technical Excellence, and other key departments within IRC. Donor and partner point of contact as applicable per region.

KEY ACCOUNTABLITIES
Planning and Strategic Leadership (15%)

  • Collaborate with country teams to proactively identify and address their priorities and support needs in BD
  • Collaborate with other AMU pillars to gather donor intel through desk research to identify funding leads and analyze resource mobilization trends in the region.
  • Support country offices with Donor engagement and intel sharing for positioning; prepare for and participate in Donor calls as needed.
  • Collaborate with country offices to successfully position for new funding opportunities by leading or assisting in the identification, tracking, and updating of new business opportunities across a variety of technical sectors and donors.
  • Lead or support pre-positioning for specific opportunities, including facilitating technical brainstorming, partner and competitor landscape analysis and win theme sessions with technical and country staff
  • Support country offices in setting up annual regional metrics and analyzing the Quarterly Strategy Review for the regional leadership

End to End Program Development (60%)

  • Support the full proposal lifecycle including sharing initial assessment of new opportunities, supporting Go/No Go processes, preparing, and sharing templates and timelines, ensuring adherence to deadlines, supporting recruitment, assisting in reviewing budgets, ensuring document completion, organizing meetings, and compiling notes, and drafting and proofreading proposal sections.
  • Facilitate the identification of consultants, partners and other proposal development support as needed in collaboration with the country team.
  • Collaborate with technical units, country offices, and other colleagues to support conceptualization of winning proposal and bid designs for new project activities and/or amendments to current projects.
  • Provide quality assurance and quality compliance support on proposals. Ensure responsiveness to and compliance with solicitation documents and with IRC’s requirements.
  • Support coordination, communication, and inputs from consortium partners in accordance with donor and IRC processes.
  • Coordinate and support regional reviews and approvals of proposal packages depending on country and regional needs.
  • Review agreements to ensure accurateness and highlight key compliance requirements, in coordination with post-award, compliance and country grants teams and support in award negotiation as required.
  • Maintain complete and accurate electronic files, including final submission packages and internal trackers.
  • Deploy to country offices to lead on proposal development as needed

Donor and Partner Engagement (10%)

  • In line with IRC’s Partnership Ambition, and in collaboration with regional Partnerships teams, contribute to increasing the volume and equity of IRC’s work with local and regional partners (with a focus on women-led national organizations) by coordinating support to country offices in identifying partnership opportunities, identifying strong partners, and finalizing teaming arrangements.
  • Coordinate regional and country-level inputs to donor meetings, conferences and communications as needed.
  • Represent IRC externally to donors, peers, and partners.
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Capacity Building and Training: (10%)

  • Contribute to developing, updating, and delivering business development related training for the region.
  • Facilitate internal post-submission debrief sessions, (i.e., After Action Reviews) with country teams, technical units, regional team, and other relevant stakeholders to collect lessons learned.
  • Collaborate with SPDAs and other stakeholders to ensure internal knowledge management, share lessons learned and ensure they are incorporated into future proposals
  • Support in recruiting, onboarding, and training of new grants and partnerships team members.

Other Responsibilities (5%)

  • Contribute to AMU and regional strategic priorities and initiatives.
  • Support with translation to regional or donor languages when necessary
  • Participate in special projects as needed and other tasks as assigned.

PERSON SPECIFICATION
Essential
Skills, Knowledge, and Qualifications:

  • Experience in developing and supporting humanitarian and development proposals for NGOs
  • Experience with strategies and proposal processes of key government/statutory donors – US, UK, EU, German, Scandinavian, etc.
  • Experience in collaborating with and supporting national and community-based partners
  • Experience in proposal budgeting
  • Excellent communication and interpersonal skills, including the ability to effectively collaborate across a variety of relationships in a multicultural environment
  • Demonstrated ability to collaborate equally effectively with colleagues in remote and diverse teams, including as team leader for proposals
  • Clear, compelling writing skills
  • Ability to multi-task and prioritize effectively
  • Ability to travel internationally (approximately 20% of time)
  • Fluency in English

Hygiene Promotion Assistant

Position Summary:

  • The position holder will support in implementation, monitoring, and engagement with project partners on WASH interventions. They will also support in the community engagement and mobilization for all activities both water supply and hygiene.

Main Responsibilities

  • The WASH Hygiene assistant shall provide necessary support to the WASH Officer -sanitation and hygiene to design, plan and implement technical WASH assessments and studies such as household level questionnaires, focus group discussions, site visits and meetings with key members of community. They will ensure that an engagement approach to working with communities, the local authorities, partners other collaborators is employed, and all activities are carried out in a way that is sensitive to community needs and promotes the full and equal participation of women, men, children, and youth.

Primary responsibilities include:

Project Planning and Design

  • Support in the planning, Design and follow up on the community hygiene and sanitation initiatives.
  • Support in the project assessments and proposal development for potential sanitation and hygiene promotions.

Project Implementation

  • Ensure community mobilization in all field activities related to water supply, hygiene and sanitation are conducted.
  • Support in the implementation of the hygiene and sanitation promotion activities according to the approved donor guidelines and humanitarian standards.
  • Support in the preparation and conducting of training for WMCs, other Community structures (SMCs, CHWs, CHEWs, Youth Groups) and local authorities.
  • In consultation with WASH Hygiene officer plan, organize and evaluate the distribution of all hygiene supplies.

Project Monitoring and Evaluation

  • Support in timely delivery of projects activities.
  • Ensure that up to date project documents are in place including approved work plans, log frame, detailed project implementation plan, distribution lists.
  • Support in the documentation and filing of minutes, lessons learnt and good practices during project meetings, community meetings and trainings.
  • In consultation with MEAL, conduct all quantitative and qualitative assessments, KAP surveys, and follow-up assessments with concrete feedback findings.

Fundraising and Networking

  • Support in the development of technically sound proposals.

Coordination and Collaboration

  • Support in the coordination with the relevant County Government ministries and departments, Community based organizations, Faith based organizations and NGOs and other relevant departments in providing technical support and assistance to WASH activities.
  • Under the guidance of the WASH officer – sanitation and hygiene chips in towards strengthening of integration of WASH programming with the other key IRC program Sectors.
  • Assist in follow up on WASH support functions including procurements, quality control of materials delivered by suppliers, logistics plan.

Reporting

  • Collection, consolidation, and reporting of weekly hygiene and sanitation-related data.
  • Submit Weekly (or when necessary) written reports.
  • Support in the development of monthly, quarterly, semi- annual and end of projects reports in accordance with donors’ and IRC Kenya requirements.
  • Support in the development, monitoring and evaluation WASH project indicators and standards.
  • Maintain an up-to-date activity tracking tool (soft copies and hard copies) of all water supply, hygiene, and sanitation related activities.
  • Actively participate in inter-sectoral activities.
  • Support WASH department in other tasks, roles and, responsibilities as may be assigned by the supervisor.

Qualifications

  • Degree/Diploma in environmental health science, community development, social development, public health, or related field. A minimum of one year experience working/programming in WASH, humanitarian work or development.

Required Experience & Competencies:

  • Minimum of 1 years relevant work experience in WASH, Public health, community development.
  • Strong skills in PHAST, CLTS, sanitation marketing, design for behavior change models essential.
  • Experience in community engagement approaches, participatory approaches, and community negotiation.
  • Excellent verbal and written communication skills.
  • Strong interpersonal skills and ability to establish and maintain effective working relations with a team.
  • Ability to conduct community WASH needs assessment, program planning, implementation, monitoring, and evaluation of WASH activities.
  • Good understanding of SPHERE and other humanitarian standards.
  • Good computer application skills (MS-Office, application software to engineering designs)

Finance Assistant

Position Summary:

  • The Finance Assistant will be responsible for ensuring IRC systems and procedures of internal controls are followed when committing financial transactions in IRC Financial system. Processing Payments, Reconciliation and providing up to date data.

Key Responsibilities:

Payment Processing, Cash and Bank Management

  • Ensure that all cash payments are fully supported and are authorized at set limits as per IRC Kenya delineation chart before disbursement.
  • Prepare the Invoice Journal and payment journal and submit to workflow for approval and ensure the same are posted into Integra system after approval.
  • Handle Integra data entry for accounts payable and accounts receivable by ensuring the information is accurate and the correct financial dimensions are used before processing.
  • Responsible for preparation of taxation schedule for per-diem paid to staff every Month and submit to Finance Officer for review and approval.
  • Monitor and track all vendor invoices submitted to Finance and ensure they meet the 3-way match before processing the invoice journal. Ensure that the vendor invoices are processed in a timely manner.
  • Responsible for preparation of Journal for all cash received or deposited into bank account and submit to the workflow for approval.
  • Ensuring that vendors payments journals are settled in a timely manner.
  • Responsible for preparation of bank reconciliation statement on a weekly basis for field bank account and any discrepancies are brought to attention of Finance Officer.
  • Maintain an organized and well documented Filing folder for invoice journals and payments journals in sequential filing system for easy retrieval and ensure that Invoice / Payment Journals are well supported with relevant original documentations.
  • Support in retrieval of documentation during the auditing and verification of financial documents as requested by Donor/auditors.
  • Carrying out finance officer duties in his absence.
  • Any other duties as may be assigned by supervisor.

Other Tasks

  • Ensure that all statutory deduction is remitted by the due date.
  • Maintain an organized and well-documented (all files must be labeled properly and visibly) and sequential filing system for all processed payments.
  • Managing the accounts payable email and ensuring the invoice tracker is updated and invoices are shared with the field offices.
  • Training Finance volunteers and ensuring they are equipped with necessary information.
  • Support during audit by retrieving any requested document.
  • Supporting the Project office assigned to you.
  • Any other duties assigned by the supervisor.

Qualifications

  • Knowledge of Excel and ERP system an added advantage.
  • Working knowledge of accounting software such as Microsoft 365 a plus
  • 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.

Required Qualifications:

  • Minimum CPA II qualification or University degree.
  • CPA II qualification.
  • At least 1year of finance and accounting experience in a similar post.

Hygiene Promotion Officer

Position Summary:

  • The position holder is responsible for the technical oversight, implementation, monitoring, and regular consultation with project partners on hygiene and promotion interventions. Ensure complementarity with other sectorial interventions, i.e. Health, Nutrition, DRR and livelihood as well as proper coordination, consultation and information sharing with partners and other collaborators.

Main Responsibilities

  • The WASH Hygiene officer shall be responsible for the technical aspects of hygiene and sanitation promotion. They shall be responsible for planning, design, implementation, monitoring and evaluation of high quality, innovative Hygiene and Promotion interventions. They will ensure that an engagement approach to working with communities, the local authorities, partners other collaborators is employed, and all activities are carried out in a way that is sensitive to community needs and promotes the full and equal participation of women, men, children, and youth.

Primary responsibilities include:

Project Planning and Design

  • Support in the planning for and Design of the community hygiene and sanitation initiatives and methodology.
  • Support in the project assessments and proposal development for potential sanitation and hygiene promotions.

Project Implementation

  • Ensure that the hygiene and sanitation promotion activities of the project are implemented according to the approved donor guidelines and humanitarian standards.
  • In collaboration with the WATSAN officer, ensure that hygiene and sanitation promotion activities accompany the water supply and sanitation interventions.
  • Working with the WATSAN Officer facilitate training WMCs, other Community structures (SMCs, CHWs, CHEWs, Youth Groups) and local authorities on improved hygiene/sanitation practices and management.

Project Monitoring and Evaluation

  • Ensure timely delivery of projects activities.
  • Ensure that up to date project documents are in place including approved work plans, log frame, detailed project implementation plan and financial forecasts.
  • Documentation of lessons learnt and good practices.
  • In consultation with MEAL, design and conduct all quantitative and qualitative assessments, KAP surveys, and follow-up assessments with concrete feedback findings.

Fundraising and Networking

  • Support in the development of technically sound proposals.

Coordination and Collaboration

  • Co-ordinate and network with the relevant County Government ministries and departments, , Community based organizations, Faith based organizations and NGOs and other relevant departments in providing technical support and assistance to WASH activities.
  • Collaborate closely with communities, and community structures on water supply and sanitation issues as well as other agencies (particularly those carrying out similar activities) regularly to ensure coordination and effective implementation of activities through guidance of the Supervisor/FC.
  • Under the guidance of the supervisor (or Field Coordinator) contributes towards strengthening of integration of WASH programming with the other key IRC program Sectors

Reporting

  • Develop and deliver in a timely manner monthly, quarterly, semi- annual and end of projects reports.in accordance with donors’ and IRC Kenya requirements.
  • Support development, monitoring and evaluation WASH project indicators and standards
  • Provide regular update reports on hygiene and sanitation activities and program progress against work plan as maybe required.
  • Maintain an up to-date activity tracking tool (soft copies and hard copies) of all water supply and sanitation infrastructure related activities.
  • Actively participate in inter-sectoral activities
  • Support WASH department in other tasks, roles and, responsibilities as may be assigned by the supervisor

Qualifications

  • Degree in environmental health science, community development, social development public health, or related field. A minimum of Three years’ experience working/programming in WASH, humanitarian work or development.

Required Experience & Competencies:

  • Minimum of 3 years relevant work experience in WASH, Public health, community development.
  • Strong skills in PHAST, CLTS, sanitation marketing, design for behavior change models essential.
  • Experience in community engagement approaches, participatory approaches, and community negotiation.
  • Excellent verbal and written communication skills.
  • Strong interpersonal skills and ability to establish and maintain effective working relations with a team.
  • Ability to conduct community WASH needs assessment, program planning, implementation, monitoring, and evaluation of WASH activities.
  • Good understanding of SPHERE and other humanitarian standards.
  • Good computer application skills (MS-Office, application software to engineering designs).

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