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Program Manager
Job Overview
The Governance/ERD Program Manager position will provide project management, knowledge management and administration operations and human resources in the areas of business development, event planning, information and resource management, communications, travel, and procurement to both the ERD and Governance TUs.
Project Management and Business Development
• Develop and manage implementation plans for special Governance/ERD projects and initiatives, with clearly defined roles, responsibilities, dependencies , risks, and timeframes.
• Lead on the preparation and delivery of Governance/ERD Unit-hosted events for example conferences and meetings attended by Unit employees, ensuring accurate coordination of events and following through to ensure that all materials and schedules are properly aligned.
• Provide technical and administrative support to Governance/ERD Technical Advisors as requested, which can include coordination of the respective working teams or support (ERD) and lead/support (GTU) the development of donor/prime/sub business development profiles, concept notes and proposals, program guidance notes, and budget verifications on the IRC’s grant system, OTIS
• Manage technical and logistics support for in-person and virtual events.
• Provide data review support for the Annual Statistics data collection process for GTU as needed to MEAL colleagues
Knowledge Management and Communications
• Respond to day-to-day communications and requests for information in a timely manner ensuring that relevant team members are informed and copied as necessary.
• In partnership with TA, review and continuously maintain Governance/ERD Unit’s internal and external resources and documents including, reports, presentations, and other publications.
• Lead the maintenance of the Governance/ERD Unit intranet sites including box folders in collaboration with subteam staff.
• In partnership with TA, Support (ERD) and Lead (GTU) the development of Governance/ERD factsheets, newsletters, past performance reports, etc.
• Develop/updates systems for tracking Governance/ERD projects, reports, resources, etc. and make these resources broadly available to IRC audiences.
• Co-organize the monthly ERD Community of Practice with the Cash & Markets Assistant, Livelihoods & Program Development Officer, and ERD Coordinators.
• Provide additional general communications support, such as maintaining an internal database for Governance/ERD resources.
• Collaborate across teams as needed on external communications deliverables.
Administrative Operations and human resources
• Provide general administrative, operational, and logistical support to both TUs
• Set up and submit for approval travel expense reports, purchase orders, contract payments and other finance transactions via Integra, IRC’s procurement and expense management software.
• Maintain inventory of both TUs’ IT assets and requests for translation procurement, identifying and tracking funding sources for these purchases.
• Manage contracts, payments, and other administrative tasks for Governance/ERD vendors, coordinating with Global Supply Chain, Finance, and other internal/external teams as needed
• Be responsible for and manage onboarding of new staff and provide close assistance to new staff during initial period of employment.
• Coordinate and facilitate Governance/ERD team meetings.
Job Requirements:
• University degree in international development, public administration, public/global policy or related fields.
• Minimum 3 years related non-profit and/or administrative work experience required.
Demonstrated Skills and Competencies:
• Proven writing and editing skills: the ability to draft memos & letters and edit reports and proposals.
• Solid organizational and administrative skills, with a proven ability to prioritize projects with attention to detail.
• Highly proficient in Microsoft Office suite: high proficiency in Excel
• Proven organizational and time management skills: the ability to work accurately and productively in a fast-paced environment and respond/adapt to shifting priorities.
Preferred experience & skills:
• Excellent verbal and written communication skills as well as, an overall ability to be clear and concise in all communications.
• Strong organizational and time-management skills; proven ability to prioritize and deliver on time.
• Demonstrated ability to lead, collaborate, and to work independently in a dynamic and multi-functional team structure within a fast-growing organization.
• Ability to work in fast-paced environment and handle a high volume of requests in an effective and timely manner.
Deputy Director – Program Support (Somalia/Nairobi)
KEY RESPONSIBILITIES
General Leadership
- Support the implementation of the country program Strategy Action Plan (SAP) in conjunction with Strategy100 (S100), the organization’s strategic plan to guide our work.
- As a member of the SMT, serve as country program representation as needed, particularly in the various humanitarian and development coordination mechanisms.
- Develop and maintain effective working relationships with key stakeholders, including donors, government actors, UN agencies, international/local NGOs, private sector and other relevant actors.
- Coordinate with the various members of the SMT and HQ in the monitoring and development of policies and procedures to ensure the smooth running of program support functions.
- Liaise with finance, operations and programs to assure adequate measures are in place to adhere to necessary rates of implementation and spending (budget vs. actual-BvA).
- Assure awareness of relevant program support function policies, procedures and tools across the organization and coordinate sensitization efforts as needed.
Grants and Compliance Management
- Oversee the Grants team to ensure timely and quality proposal development, compliance, reporting and management of contractual requirements.
- Review and promote understanding of, and adherence to, standardized grants planning and monitoring structures.
- Assure that Project Cycle Meetings are carried out effectively as a key grant monitoring mechanism throughout the life of each grant.
- Provide necessary guidance to sector leads to facilitate the timely and high-quality implementation of projects and promote regular reviews – both internal and external – and other learning events.
- Conduct regular spot checks and field visits to all project sites to work with and support heads of project and their teams in the effective implementation of PCM tools.
- Review major compliance issues on grants and contracts, identify and implement appropriate solutions as necessary in coordination with the relevant Country Program and HQ focal points.
Monitoring and Evaluation
- Provide leadership to the MEAL team to ensure the effective implementation, documentation and use of indicators for the effective monitoring and capitalization of learning through the different projects to inform decision making.
- Oversee client feedback mechanisms and provide guidance to program team on improving effectiveness as well as the usage of feedback to guide programming decisions.
- Support multi-departmental tracking/monitoring tools and processes to improve and streamline operational and project tracking systems.
- Oversee the development of practices around best use of resources, working with the team to improve efficiencies in implementation of activities.
- Ensure that ethical and sound data collection and information management systems are in place. Identify relevant MEAL advocacy points to enhance monitoring practices.
- Support HQ and regional learning efforts, exchanges of information and measurement initiatives. Collaborate with relevant internal and external stakeholders on the development of research and learning opportunities.
Partnerships
- Champion robust partner relationship management characterized by the core partnership principles from IRC’s Partnership Excellence for Equality and Results System (PEERS – responsibility, results-oriented, equality, transparency and complementarity).
- Monitor partner country program engagement with partners to ensure sufficient partner support, adherence to partner agreements and engagement in program development initiatives.
- Identify partner capacity development needs and, in collaboration with finance, supply chain, programs, etc., support necessary training and/or sensitization efforts.
- In conjunction with the programs team, meet with existing and prospective partner leadership as needed to strengthen relationships and develop strategies for future programming.
Staff Management
- Supervise and mentor program support team (Grants, Partnerships and MEAL technical leads), including communicating clear expectations, setting performance objectives, providing regular and timely performance feedback and providing documented semi-annual performance reviews.
- Lead and model successful adherence to IRC’s Global HR Policies and Procedures.
- Coach direct reports with the aim of strengthening their technical and management capacity, exchanging knowledge within the team, identifying and providing/arranging professional development.
- Promote and monitor staff care and well-being.
- Conduct ongoing staff leave planning for PS team to ensure adequate coverage and avoid gaps in critical program support.
- Champion IRC safeguarding policies in the workplace at all levels and for our clients.
Qualifications
- At least five years of experience in international development, with at least two years’ experience in a related position.
- Familiarity with management of large-scale, multi-donor programs. Previous experience working with European and US public donors, as well as UN agencies.
- Understanding of key elements of managing partnerships, M&E, accountability, research and grants management in a protracted crisis setting.
- Demonstrable understanding of project planning and management cycles, and strong program design skills.
- Degree in international development or related field, advanced degree preferred.
- Experience working in a developing country setting, protracted crisis or conflict zone.
- Demonstrable high-level performance management and team-working skills; well-developed negotiation skills and ability to communicate effectively in internal and external settings.
- Experience managing teams.
- Demonstrated ability to analyze and express complex ideas coherently and succinctly.
- Ability to handle many projects at the same time and to be organized and efficient.
- Ability to effectively work independently within the framework of a larger team.
- Excellent inter-personal, cultural and diplomatic skills.
- Fluency in English.
HR/Administration Assistant
Job Description
- The HR/Administration Assistant will work with the HR/Admin Officer in carrying out all aspects of HR/Administration support at Lodwar IRC office.
Key Responsibilities
Timesheet Management
- Ensuring timesheets are submitted on a timely manner in Lodwar office and the same is forwarded to Nairobi on time.
- Updating the timesheet tracking schedule monthly and sharing with the HR Admin Officer by the 20th.
Leave management.
- Liaise with HR Officer to update the staff leave data base monthly.
- Ensure that leave forms are sent to Nairobi on a timely manner.
Recruitment
- Assisting HR Officer in recruitment of field support staff
- Preparing orientation schedule for newly recruited staff
- Assist in preparing Interview outcome reports for all interviews attended under my jurisdiction.
Staff movement
- Liaising with Nairobi Admin and Logistics to ensure advance hotel reservations and pick up of staff and visitors at the Airport.
- Raising payment vouchers (road travel per diems/travelling allowances) for staff travelling out of duty station on mission
- Updating the flight tracking tool and sharing with the HR officer monthly by the 20th of every month.
Communication
- Booking appointments for the Field Coordinator and all managers as requested
- Managing internal and external telephone conversation.
- Establishing and maintaining staff and partners/stakeholders contact information.
- Focal person at the reception desk
- Receiving and responding to all internal and external enquiries.
- Taking minutes in meetings and forward to HR Officer.
Additional Support
- Ensuring utility bills/invoices (Telephone/Newspaper/ Flight e.t.c) are paid on a timely manner.
- Maintaining Administration stationery supplies for both the Field Coordinator and HR Admin Office
- General filing of HR documents
- Raising PRs under HR/Admin & Conducting other administrative and support duties as assigned by the HR Officer
- Capacity building
- Relieving the HR Officer whenever the HR Officer is out of the field station.
- Undertake any other duties and generate HR Admin reports as part of capacity building within the department.
Key Result Areas
- Provision of effective and efficient administration support services.
- Implementation of IRC policies and procedures.
- Day-to-day efficient operations of the Administration office.
Qualifications
- Degree/Diploma in Business Administration, or other related field.
- At least 2 years’ experience in administration in a busy office, preferable with a development organization.
- Excellent computer skills: Word, Excel, Access.
- Knowledge of administrative rules and regulations.
Required Experience & Competencies:
- Demonstrated ability to perform wide range of inter-related complex administrative services.
- Excellent communication skills.
- High level of personal initiative, pro-active problem solving and analytical skills.
- Ability to work with minimum supervision.
- Ability to supervise and train support staff.