NGO Jobs in Kenya - IRC

Deputy Director of Operations, Somalia

Sector:  Operations          
Location:  Kenya          
Employee Type: Regular          
Employee Category: Full Time          
Description

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. 

At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

The IRC has been working in Somalia since 2006, providing essential services to conflict and disaster affected communities. 

The IRC has been operational in Central Somalia (Mudug and Galgaduud), Mogadishu and Puntland regions implementing interventions in the areas of livelihood, WASH, Governance, protection and primary health reaching out to more than 250,000 conflict and drought affected Somalis.

Scope of Work

The IRC Somalia country program is looking for a Deputy Director Operations (DDO), to lead and ensure efficient support systems within the country team and includes functions of administration, logistics, IT and human resources.  

The DDO will be responsible for ensuring that all the necessary systems, policies and procedures are rolled out and implemented by the relevant staff in all program areas. 

The position reports to the Country Director, Somalia and will work closely with the Deputy Director, Programs and Security Manager for Somalia.

The position is based in Nairobi with at least 50% travel to office sites in Somalia.  

With the improving security situation in Somalia and increasing accessibility of many areas, the position may be asked to spend more time inside Somalia. 

The position will line manage the Operations Coordinator, Field Coordinators for 3 Somalia field sites and oversees other operation team members.

Specific Responsibilities

Ensure quality field office support and operations policy compliance

• Develop, update, roll out and ensure implementation of all operations (logistics, HR, IT, admin) policies within the country program in line with IRC policies (international and country specific) as well as donor guidelines
• Undertake regular internal reviews to assess implementation of the policies and report any concerns to the Country Director and establish mechanisms to address the same
• Make sure that the organizational staff code of conduct ‘the IRC Way’ (Integrity, Service and Accountability) is rolled out and observed by all staff. Organize regular orientation and reviews within the team on the same
• Organize an operation team workshop every 4 months bringing the teams together to discuss on issues, train and build a sense of team work
• Undertake regular field visits (at least 50% time) to the field sites and support the teams through training, monitoring of activities and identifying and addressing any concerns
• Assess the operation team structure for the overall country program and propose changes in order to ensure effective operation functions
• Coordinate with the Security Manager to establish specific recommendations regarding security system strengthening at field sites and work with the Field Coordinators to ensure these recommendations are implemented
• Participate in development of the Somalia country strategic plan and contribute towards implementation of the same
• Closely monitor the issue of cost effectiveness within the country program and suggest/ implement measures to achieve cost effective operations

Lead in efficient operations systems within the country office

• Develop operation team strategic plans for the country program and implement the same
• Develop annual operation budgets for the country program and constantly review the same against funding and identify gaps
• Support and lead operations assessments for new program areas within Somalia
• Lead in setting up operations in new field sites- assess needs, recruitment of staff, establishment of control framework, and monitoring
• Establish and implement strong internal controls within the country program working closely with the finance controller
• Ensure that all operation functions are geared towards quality program support and timely response on needs
• Work with the program team to establish procurement schedule for donor grants
• Provide operation reports as necessary for development of donor reports
• Ensure quality management of all assets and inventory within the country program
• Undertake regular prequalification exercises for the country program- Nairobi and field sites and establish a transparent, fast and cost effective procurement system
• Participate in various meetings to develop understanding and provide recommendations to the program team- project development meetings, monthly budget vs actual review meetings, grants opening and closing meetings etc
• Oversee recruitment within the country program making sure that the process
• Lead in undertaking annual salary surveys for staff and advice the CD for relevant salary changes/ increment for staff
• Ensure that staff performance management within the country program is done keeping the organizational guidelines
• Develop and share reports related to operations unit- monthly HR and procurement reports for submission to the regional office; weekly procurement and recruitment reports for the country program
• Ensure that all staff (international and national) staff are aware of the various policies developed within the country program and are adhering to the same

Quality operation team at Nairobi and Somalia offices

• Identify staff training and development needs and develop plans to provide the same through internal and external resources
• Oversee performance of all operation staff within the country program and work with the direct reports and other supervisors to address the same through training, performance improvement plans and disciplinary action as necessary

Person Requirements

• Bachelors Degree required; Masters Degree in a related field preferred
• At least 8 years relevant and progressive professional experience in an international organisation
• Previous experience working in emergency or post-conflict contexts
• Knowledge of standard procedures and policies relevant to INGOs and donors regulations (ECHO, USAID, UN, DFID)
• Solid organizational skills, ability to be flexible & work well under pressure in a fast-paced multi-task team environment
• Ability to negotiate and operate in a complex and dynamic environment of Somalia without compromising IRC and humanitarian values
• Willingness to travel and spend significant (at least 50% or more) time inside Somalia is a critical requirement
• Excellent written and oral communication skills. Somali language skills a distinct advantage
• Knowledge of computer applications and databases relevant to HR and logistics operations

To apply: http://ch.tbe.taleo.net/CH02/ats/careers/apply.jsp?org=IRC&cws=1

Finance Controller

Sector:  Finance          
Location:  Kenya          
Employee Type:  Regular          
Employee Category:  Full Time        

  
Description

Scope of work

The Financial Controller has overall policy and management responsibility for the finance and accounting functions within the Somalia country program. 

The Finance Controller’s responsibilities include ensuring policy compliance and controls, field office support, staff training and capacity building, management of finance functions, treasury and budget functions. 

The finance controller has a responsibility of working with various local and international sub grantees and partners. 

The position will supervise and oversee about 10 finance staff in Nairobi and Somalia offices.

Specific Responsibilities

Ensuring finance policy compliance

• Ensure that the country office finance functions are in line with the IRC global finance policy and established organizational practices
• Ensure that donor rules and regulations are adhered to in finance management of specific projects
• Establish and implement Somalia specific finance systems, and guidelines
• Work closely with the Country Director to discuss on finance management policies and provide timely advice on any issues related to compliance, fraud, under or over spending of project grants and finance staffing issues
• Closely look at the issue of cost effectiveness and provide recommendations and guidance to the management team
• Understand and share information related to local government (throughout Somalia) statutory requirements related to financial issues and ensures compliance with tax regulations and any other legal requirements

Establishing effective internal finance controls

• Ensure that established internal control systems for IRC are in place. Review on effective implementation of these systems regularly and reporting any discrepancies to the Country Director
• Oversees the protection of the country’s assets (cash, inventory, NEP) through the enforcement of internal control policies and procedures
• Ensure that the authorization matrix for the country program is updated and approvals are in line with the matrix
• Review should include the allocation of salaries based on timesheets, and an overall assessment of the general controls that are in place, provide recommendations if necessary.
• Document in-country policies regarding advances and maximum cash balances and general cash and banking situation in the Country Office
• Review for adequacy and reasonableness, the documentation for delineating authority for approving transactions, procurements, disbursements
• Ensure that authorized signatory list and bank information forms are regularly updated and hardcopies are on file
• Identify requirements for and develop reporting formats to aid in the management of IRC Somalia program operations and grant expenditures.
• Undertake internal control audits, report the same and in discussion with the CD, initiate actions necessary to correct any internal control weaknesses.
• Facilitate and co-ordinates external, internal, donor or government audits
• Use the Field Office Monitoring Checklist (FOMC) as a tool to ensure effective finance function at field offices
• Documentation- ensure that all relevant finance documents are appropriately filed (soft and print copy), ensuring quality referencing for the filed documents, safety of the documents

Field office support

• Establish and implement practices to ensure efficient and seamless support and coordination with the field offices
• Undertake regular field office visits in order to support, guide and monitor implementation of internal controls, identify support needs, and train finance and non finance    staff
• Use the Field Office Monitoring Checklist (FOMC) as a tool to ensure effective finance function at field offices
• Monitor program activities in line with donor proposals and share observations with the concerned team members
• Undertake monitoring of the partner organizations and provide training on IRC and donor guidelines
• Ensure that cash transfers to the field offices are taking place and any challenges are communicated and addressed

Undertake quality finance reporting and documentation

• Provide monthly financial reports as stipulated with the IRC Finance Manual- ensuring integrity of information and explanations, and timely submission
• Prepare and submit donor reports as and when necessary- ensuring reporting in the due format of the donors, accuracy of information and timely submission
• Analyse finance information to generate information on overall finance management issues- i.e. spending trends, operation vs program costs, funding gaps, funding pipeline analysis for 2-3 years etc
• Ensure timely preparation of various monthly finance reports for the country program and provide the same for approval of the Country Director. The reports include- trial Balance, collate bank statements, monthly financial grants summary, monthly grants tracking sheet, monthly reconciliation file etc
• Prepare monthly budget vs actual (BVA) report for all donor grants and share the same with senior management team. Participate in BVA review meetings and share any observations and recommendations 
• Update the operating budget for the country program on an ongoing basis specifically highlighting issues around over and under budgets, funding gaps for specific field sites and positions or costs, and share recommendations

Perform accounting and finance management functions

• In compliance with IRC policy, establish country policies regarding cash holding limits, cash movements and foreign currency holdings.
• Ensure the development and implementation of a plan to minimize the country’s foreign exchange exposure to currency gains and losses.
• Liabilities – Severance/Accounts Payable/Taxes Payable- ensure that the IRC severance policy is not in conflict with local labor laws; ensure that items in accounts      payable relate to open grants; discuss the office methodology for accrual and payment of taxes to ensure it is in compliance with local law.
• Supervises all country office bank relations and bank account activities including negotiation of fees, interest and currency exchange rates.
• Design, implement, and monitor systems, procedures and reporting necessary to maintain on current basis accurate forecasts of cash requirements for meeting future spending, including commitments entered into and which obligate IRC to future spending.
• Supervise the preparation of Cash Transfer Requests to New York and ensures that appropriate balances are maintained to facilitate grant implementation.
• Use the SUN finance software in performing various finance functions- reporting to the IRC head office, coding of expenses, information consolidation and reporting

Preparation of project budgets for donor grants

• Preparation and revision of program and grant proposals and budgets in line with donor guidelines, and IRC and donor formats
• Keep the country operating budget as a reference in development of grants budgets
• Guide finance and non finance staff in preparation of grant budgets and review the same
• Review and finalise partner grant budgets ensuring cost effectiveness, clarity of budgets

Quality finance staff Management

• Supervise and oversee all finance staff within the country program- Nairobi and field offices (10 staff)
• Ensure regular training of the staff on compliance issues and monitor performance
• Organize a finance workshop (every 4 months) for all finance team and
• Advice the CD on finance staffing issues for the country program, including issues of non performance, staffing gaps, training needs etc
• Identify capacity building needs for the finance staff and ensure their participation in relevant training
• Undertake regular training and orientation of the non finance staff on issues such as preparation of budgets, BVA report analysis and monitoring of spending

Person Requirements

• Bachelors degree in Accounting, Business Administration, Commerce or Finance from a recognized institution or a Masters degree in Accounting
• Minimum five years of experience at a senior supervisory level (finance functions) with international organizations
• Experience with donor (ECHO, USAID, DFID, UN etc) regulations, budgets and reporting requirements
• Experience in overseeing budgets above USD 5 million
• Demonstrated experience in working with computerized accounting systems preferably in SUN, standard spreadsheet and database programs
• Willingness and ability to undertake field travel to Somalia and spend quality time monitoring operations
• Must be a patient and excellent communicator who can function in an organizational environment involving a diversity of cultures, languages and background.
• Must be sincerely committed to staff coaching, training and mentorship, with demonstrated success in this area.
• Knowledge and background of Somalia and Somali language will be a distinct advantage                            

International allowances are not available for this position.

The position is based in Nairobi and the position holder must spend at least 25% of his/ her time inside Somalia supporting programs and teams at field sites. Persons who are unable to commit to this are requested not to apply.

To apply: http://ch.tbe.taleo.net/CH02/ats/careers/apply.jsp?org=IRC&cws=1