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Scope of work:
- The Program Associate position is a unique opportunity to take part in a two-year professional development program with the Emergencies and Humanitarian Action Unit. The program consists of; 1) on-the-job experience providing support to EHAU staff, combined with, 2) required and personalized training & mentorship components, 3) special project work, and 4)frontline deployments (remote or field-based) in a variety of contexts. The Program Associate will gain in-depth knowledge of the IRC and how emergency responses work. By gradually taking on more responsibilities and participating in all elements of the program, the Program Associate will gain exposure and skills related to international humanitarian and development work within the context of the IRC. The Program Associate will also have the opportunity to gain technical insight and experience in areas of particular interest to them whenever possible.
ESSENTIAL JOB FUNCTIONS:
- Support travel and lodging arrangements for EHAU staff.
- Visa application support including preparing visa letters, embassy runs etc. for EHAU staff
- Provide support to all EHAU staff attending HEAT training including liaising with the Training Center to sign up staff and handle logistics/travel to and from the training.
Procurement and Payments
- Provide support to field teams with INTEGRA, the IRCs ERP platform.
- Carry out procurement of supplies and services on the INTEGRA platform and any other portals approved by our Global procurement team.
- Process vendor invoices, travel reimbursements, contract payments, wire transfers, and donations to partner organizations for emergency unit operations using INTEGRA
- Manage several corporate credit cards, record transactions, and properly file the receipts
- Procure, track, and distribute assets to EHAU staff (laptops, mobile phones, satellite phones, etc.)
- Manage monthly subscription services (phone plans, travel services, etc) and maintain an updated database at all times (add/delete staff as needed in a timely manner)
- Collect and input into INTEGRA all bank and payment information for all new staff, vendors, consultants and subgrantees.
- Assist in planning EHAU annual conference
- Provide scheduling and note-taking support to Senior Management Team meetings when requested
- Assist in organizing speakers, logistics, technical support, and agenda for all Weekly calls
- Occasionally manage calendars and high-level meetings for other Senior Management Team
HR & Orientation
- Process HR, IT, and Finance paperwork related to on-boarding of new EHAU staff
- Schedule orientation sessions for new Emergency Unit and External Emergency Roster staff and related logistics
- Perform administrative tasks related to staff recruitment
- Track and report on annual leave and sick leave balances for all Emergency Unit staff
- Field general queries from deployed teams, aiming for rapid problem resolution and escalating issues as appropriate
- Act as liaison between deployed field staff and HQ financial, administrative and operations departments
As part of the career development program, the PA must be willing to undertake the following:
- Complete trainings (consisting of both mandatory and elective courses) either online or in person
- Mentorship and coaching by a designated Mentor
- Short term deployments to support emergency response activities overseas or remotely, either to launch new responses or support existing ones.
- Complete work on special project(s) of interest with a team in the EHAU
- Participate in regular performance evaluations, and receive/provide feedback on status/progress towards personal career advancement.
- Presentations to select audiences of projects and reflections on their progress within the program
Key Working Relationships
- Position Reports to: People and Operations Coordinator, EHAU
- Works closely with: VP; Senior Director, People & Operations; Deployment Managers; Senior Director, Fundraising & Finance; Finance Officer, Unit & Events Officer.
- Actively Supports: 80+ Emergency Unit staff (largely remotely)
- Strong interest in humanitarian aid and a desire to gain hands-on experience and exposure to the field
- Attention to detail and ability to handle multiple, competing deadlines and priorities in a dynamic environment
- Familiarity with basic budgeting and accounting helpful
- Excellent interpersonal communication skills and ability to work in a multi-cultural environment
- Ability to thrive in a dynamic environment, within and across departments/functions and develop positive relationships with local and remote staff
- Ability to work in high stress environment with multiple and competing demands
- Ability to work independently as needed.
- Ability to exercise good judgment and maintain confidential information
- Customer service orientation with desire to find creative and timely solutions for field teams
- Strong comfort level in standard PC office software such as Word, Outlook, Excel, PowerPoint preferred
- Excellent oral and written communications skills (English) required
- Multi-lingual skills advantageous – with priority placed or French, Spanish, and Arabic
- Issue analysis: Develop community risk profiles, understanding the causes of, consequences and affected population of protection risks.
- Joint planning of activities with Protection Assistants and community volunteers: Conduct planning, coordination and oversight of day-to-day implementation of protection analysis, individual protection assistance through crisis management and community response activities in designated areas of responsibility. Assign areas of responsibility to Protection Assistants and ensure that they have plans to achieve their program goals.
- Supervising quality of individual protection assistance and offering support to the staff: Approve screening results, review and approve action plans, monitor progress on active cases and caseload, and confirm when a case should be closed. He/she is also responsible for setting and reviewing the annual goals of the staff under his/her supervision.
- Supervision of record-keeping: Ensure that Protection Assistants safely and accurately document, file and store protection assistance data and information.
- Actor/service mapping: With the support of the Roving service mapping officer and field manager, the staff to lead in mapping all service locations and update these regularly.
- Processing of in-kind support requests: Receive and approve requests for in-kind assistance, prepare and follow up on purchase requests, and ensure that materials are provided to Protection Assistants for distribution.
- Monitoring: In consultation with the Protection Manager, Protection assistant, community volunteers and Monitoring Evaluation, Accountability and Learning (MEAL) department, take lead in the development of routine monitoring plans for protection assistance activities, regularly monitoring the implementation of protection interventions, ensuring that post-service assessment is done, data is analysed to identify trends and the feedback disseminated to relevant sectors and stakeholders for program quality assurance and improvement.
- Reporting: Consolidate and submit reports to the Protection Manager, with formats and content as agreed on, identifying trends, highlighting major protection risks in the community, recommending issues for advocacy outside the PROL team, and providing innovative approaches towards protection sector improvement
- Coordination, representation, and advocacy: Develop and strengthen relationships with beneficiaries, local communities, operational/implementing partners etc. to maintain trust in IRC’s professional standard and quality of work among all stakeholders.
Education: Bachelor’s degree in law, gender and development, Counseling Psychology, community development, Social Sciences or any other related degree.
Work Experience: At least 5 years of meaningful program experience, protection, mainstreaming in a humanitarian context with protection focus, gender, GBV/WPE, Child protection, durable solutions etc
Demonstrated Skills and Competencies:
- Knowledge of international and national legal and or policy frameworks relating
to refugees’ and host community protection is strongly desirable.
- Demonstrated understanding of and ability to maintain confidentiality and respect for clients/beneficiaries.
- Demonstrable experience in negotiating and building implementing coalitions of
multiple agencies desirable.
- Community mobilization, capacity building, project management including staff and budget management experience desirable.
- Experience facilitating group activities, trainings and workshops and mentoring others.
- Excellent communication, facilitation and analytical skills and ability to present ideas effectively, in both oral and written form.
- Self-driven and Team player with good interpersonal skills and ability to work well under minimum supervision.
- Ready to work in hardship areas with the ability to work under pressure in a strenuous environment with basic services available.
- Effective personnel management skills
- Language Skills: Fluency in English and Kiswahili., Knowledge of ‘’Maa’’ language is a plus.