International Rescue Committee (IRC)
Field Office Manager
Sector: Governance & Rights
Location: Kenya
Employee Type: Regular
Employee Category: Full Time
Background: The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives.
Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster.
The International Rescue Committee (IRC) was established in Kenya in 1992, and has been providing lifesaving services to vulnerable populations in Kenya up to date.
IRC operates in North rift region in the vast Turkana County, North Eastern region in Hagadera of Dadaab Sub-county of Garissa County and in Urban of Nairobi capital.
IRC implements programs in the areas of comprehensive primary health care, nutrition, protection, peace building, water sanitation and hygiene (WASH), HIV/AIDS prevention, response to gender based violence, disaster reduction, livelihoods and governance.
Currently, the IRC operates relief services in two refugee camps in Kenya, Hagadera in Dadaab and Kakuma refugee camp in Turkana west Sub County in northern Kenya.
Summary of Responsibilities: As part of the Country Operations functions, the Field Office Manager assists with the day-to-day office administration of the Urban Programme.
Major Responsibilities
Leadership:
Provides assistance to the Protection Manager and the Senior Management Team as required or as requested.
Compliance:
Ensures policies and procedures are in compliance with applicable IRC, funding source and government policies, procedures and requirements.
Ensures Urban Programme
Promptly informs to the Deputy Director of Operations (DDO) on any areas of concern or potential or suspected violations.
Field Office Manager effectively communicates all relevant compliance issues during program design / development and Grant Opening & Closing Meetings, or as encountered.
Security
With support from the Security Manager, monitor the security situation and development in IRC operational areas with implications for staff safety and for program implementation;
Maintain Health and Safety standards in by carrying out regular inspection of the office updating warning notices and up-dating first aid kits with the support of the Security Manager
Human Resources / Administration
Directly manage, supervise and mentor the Finance Assistant and Supply Chain staff of the Urban Program
Ensure that all performance evaluations for all staff are conducted on time, and review all evaluations to ensure quality and consistency;
Support in identifying training needs for urban program staff and make appropriate recommendations to the DDP, DDO and the CD;
Ensure that administrative matters of the field office are carried out in accordance with IRC HR and administration policies;
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
In collaboration with NBI HQ, oversee the carrying out of supply chain operations by Urban SC staff, including procurement (both local and through Nairobi HQ Office), stock management, asset management, vehicle operations, equipment maintenance and repair (including communications and computer equipment);
Coordinates all transport and travel arrangements for the Urban Programme in collaboration with NBI HQ Supply Chain team.
Ensure compliance with IRC and donor Supply Chain policies at all times.
Support and ensure accurate staff movement planning at all times
Finance
Oversee the financial management of field office operations by the Urban program staff, including cash management, issuing and tracking advances, ensuring complete and correct use of all finance forms; timely notice to Nairobi of cash transfer/petty cash needs;
Ensure compliance with IRC and donor finance policies at all times;
Representation / Communications
Represent IRC in external engagements with GoK, UN-Agencies, IRC Partners, other NGOs and key stakeholders;
Coordinate IRC program activities with relevant officials and other humanitarian agencies;
Assist in the preparation of regular reports to keep partners and stakeholders informed of IRC’s activities;
Performs other administrative or office duties or projects as required or as assigned.
Required Qualifications, Experience & Competencies:
Bachelors Degree in Business Administration or related field of study.
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
Excellent organizational and analytical skills;
Ability to write narrative and analytical spread sheet reports
Proven computer literacy in MS-Word, MS-Excel MS-Access or related programs required
Ability to plan, prioritize, coordinate and perform multiple tasks simultaneously
Ability to work under pressure and to meet deadlines
Spoken and written fluency in English and Kiswahili desired
Willingness to put in extra hours in emergencies
Willingness to travel to the field
Systems oriented individual
Good team player
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