IRC Vacancies Bulletin

Date: November 19, 2008

To: All Staff

From: HR/Administration Department

Re: Vacancy Announcements/ Recruitment Status

Noted below are the current vacancies as at November 19, 2008. Applications to be submitted to the Human Resource Office. Email applications must include position in the Subject line.

NAIROBI OFFICE

Position Current Status Deadline:

1. Finance Assistant External advertisement 21^st Nov. 2008

Finance Assistant will be responsible for ensuring IRC systems and procedures of internal controls are followed when committing financial transactions and ensuring that there is enough cash to implement the program activities.

Responsibilities:

• Maintain petty cash at the set limit ensuring no cash shortage at all times.
• Ensure that all cash payments are fully supported and are authorized at set limits as per IRC Kenya delineation chart before disbursement.
• Prepare the petty cash upload stage ready for review.
• Monitor and track cash advanced to program and support staff on a monthly basis ensuring that liquidation reports are prepared and correction journals prepared ready for review by finance Officer/Manager.
• Perform supervised petty cash counts every Friday and month end.
• Ensure that all cash received is duly receipted, coded and promptly banked.
• Rubber stamping “paid” on all documents once cash vouchers are signed and cash disbursed and before filing.
• Maintain an organized and well documented (all files must be labeled properly and visibly) and sequential filing system for all cash disbursement vouchers.
• File on a monthly basis excel and SUN journals ensuring that they are fully supported and ready for review by finance Controller and Country Director by the 17^th of every month.
• Compile intercompany transactions and send them out to respective country offices by 1^st of every month after they are reviewed and approved.
• To represent finance in weekly tender committee meetings when nominated to do so.
• Be receptive to the training IRC will give to develop your technical and professional competence.
• Be adaptable and flexible with a view to taking on board new tasks and new assignments in due course.
• To act at all times in accordance with US and Kenyan Law and standard accounting practice.
• Any other duties as may be assigned by supervisor.

Qualifications:

• Minimum CPA II qualification
• At least five years of prior professional experience in a similar post
• Knowledge of fund accounting, procurement and financial management of US and UN cooperative agreements.
• Knowledge of Microsoft Office software. SUN Accounting is an added advantage.
• Ability to work independently in a rapidly changing professional environment with a view towards establishing administrative procedures and protocol that will ensure optimal functioning of the operation.
• Demonstrated people skills.
• Excellent interpersonal, organizational and time management skills.
• Ability and willingness to work and travel to field sites.

KAKUMA REFUGEE CAMP

Position Current Status Deadline

1. Project Coordinator External advertisement 24^th November 08

Program Planning, implementation, Reporting, Monitoring and Evaluation

• The Project Coordinator is responsible for overall implementation, coordination and management of IRC’s Kakuma Refugee Camp Health programs.
• As part of the IRC Kenya Senior management team, to ensure achievement of all the agreed objectives in the donor projects implemented at Kakuma and contributing to the IRC Kenya country strategic plan
• Contribute to the development of the IRC Kenya country health strategy
• Preparation of proposals and budgets in consultation with the Health Coordinator and other program and operation staffs and submission to the grants unit at Nairobi
• Identify new program possibilities in collaboration with field- and Nairobi-based program staff
• Organize and participate in workshops to develop annual operational plans and project work plans
• Ensure to have all the activities implemented as per Sphere or other agreed standards
• Ensure integration of all components of health program, including curative, RH, Environmental Health, Community Outreach and Nutrition.
• Oversee preparation of monthly reports by program staff, and edit reports prior to timely submission to Nairobi
• Ensure to have appropriate monitoring and evaluation systems in place for all program sectors in consultation with the DM&E Manager and the health sector coordinator.
• Ensure to have optimal referral system is functioning for patients at District and National level for the refugees from the Kakuma camp. Coordinating with other service providers and Government to ensure the same
• Maintain accurate and up to date knowledge of health profile of Kakuma refugees and respond in timely fashion to any infectious or epidemic disease outbreaks.
• Ensure accurate data input into health management information system
• Prepare and share monthly reports with UNHCR and support the Health Coordinator and Program Managers in preparation of health-related donor reports.

Representation / Communications

• Represent IRC in dealings with local authorities (administrative, sectoral and security officials), UNHCR, other NGOs and other stakeholders
• Coordinate IRC program activities with relevant officials and other humanitarian agencies
• Liaise closely with IRC’s partner agencies in Turkana district, both international and national NGOs, and CBOs
• Assist in the preparation of regular reports to keep partners and stakeholders informed of IRC’s activities

Human Resources

• Oversee of all staffs in Kakuma Refugee Camp and making sure that staff performance is managed as per IRC guidelines and practices
• Determine Kakuma program staffing needs and ensure positions are recruited in time adhering to the internal HR guidelines
• Provide orientation to all newly hired IRC staff on Kakuma programs, and personnel health and safety issues (including malaria prevention and PEP kits).
• Ensure IRC staff health and manage medical evacuations
• Manage direct line reports and ensure that performance evaluations are completed in an accurate and timely fashion
• Ensure that all IRC staff members understand and comply with the IRC Code of Conduct and Mandatory Reporting Policy.
• Recruit, supervise and evaluate all staff who report directly to the Project Coordinator; facilitate resolution of personnel conflicts

Operations

• Ensure timely submission of drug orders and assure no stock-outs occur
• Monitor usage of IRC health supplies and assets according to IRC and donor regulations
• Oversee the Operations Manager to ensure Finance, Logistics, HR/Admin and Security systems run smoothly and in harmony with Nairobi technical support

Required Qualifications:

• Medical Doctor with degree in Human Medicine from reputable university. Advanced degree in health i.e. MPH.
• Knowledge of international minimum standards in health program service delivery including SPHERE, WHO and UNHCR.
• At least 5 years program/project management experience working in complex, multifaceted, health program
• Demonstrate experience in clinical, community medicine and managing primary health care programs
• Excellent communication skills.
• Word processing, spreadsheet, and HMIS skills

Position Current Status Deadline:

2. Logistics Officer External advertisement 21^st Nov. 2008

• Responsible, in conjunction with the Operations Manager & the Logistics Coordinator for planning, organizing and developing the long term strategy and approach of IRC Logistics in Kakuma field office.
• Ensure there is an adequate and neatly organized filling system for waybills, inventory records and other logistical records.
• To ensure that the necessary logistics and organization is effected for all projects.
• Ensure that procurements are done in accordance with IRC Policies and procedures, ensuring that the purchases of goods are appropriate in terms of quality and fair market price
• Ensure that up to date files for price guide / catalogues / products technical information to be used by the office for Budgetary and ordering purposes are maintained
• Ensure that updating stock records is done on a daily basis both on the prolongs and stock cards
• Ensure that an efficient storage and inventory system is maintained.
• Strictly monitor fuel utilization and vehicles efficiencies.
• Monitor vehicle maintenance and ensure that the fleet is serviceable.
• Ensure that all IRC assets and equipment are well maintained

Requirements:

• Bachelor degree in logistics or Business management or relevant field
• Thorough method of working with ability to work under pressure to pursue multiple tasks simultaneously to successful conclusions.
• Management ability to lead, motivate and develop staff.
• Good computer skills (Word, Excel);
• At least two year's experience working as a logistician with large international development organisation.
• Experience in maintaining vehicles and communications (Codan HF, VHF) is an advantage.

DAADAB REFUGEE CAMP

Position Current Status Deadline

1. Finance Officer Accepting Cvs 28^thNovember, 2008

Responsibilities:

• Ensuring that authorizations on the payments requests are in line with the approved limits per the delineation chart and that there is compliance with the delineation chart before a cheque is written.
• Monitor cash balances in the field offices to ensure adequate reserves at all times. Submit if need be on a monthly basis funds transfer request fully supported by cash flow forecast.
• Ensure all grants are closed in a timely manner and that all monthly financial reports are submitted on time.
• Ensure that all accruals for closing grants are fully supported by correct documentations.
• Strictly follow the finance manual to be in full compliance with IRC’s finance and accounting regulations and policies
• Closely monitor relevant grants to ensure that no grants are overspent or under spent through checking of over/under expenditure on the Budget vs. Actual and preparing adjusting journals for upload
• Work with Project Coordinator to ensure grant implementation is on course. Receive all payment requests, maintaining the Payment Request book and updating the cheque payment details once the cycle has been completed.
• Compile and submit on monthly basis commitments to be included in the budget Vs. actual report
• Maintain real time budget vs. actual based on information provided by Nairobi sun system and up to date expenses and commitments.
• Ensuring donor regulations are adhered to for all aspects of the operations
• Diligent follow-up to ensure that fully signed cheques are collected by vendors and signed for (ensuring proper identification of the person collecting) and details indicated in the cheque release register

Qualifications:

• A bachelor’s degree in Finance/Business Administration. Minimum CPA II qualification
• At least five years of prior professional experience in a similar post
• Knowledge of fund accounting and various donor regulations
• Knowledge of Microsoft Office software. SUN Accounting is an added advantage
• Ability to work independently in a rapidly changing professional environment with a view towards establishing administrative procedures and protocol that will ensure optimal functioning of the Operation
• Excellent interpersonal, organizational, and time management skills
• Demonstrated people skills.

Position Current Status Deadline

2. Finance Assistant Accepting Cvs 28^th November, 2008

Responsibilities:

• Maintain petty cash at the set limit ensuring no cash shortage at all times.
• Ensure that all cash payments are fully supported and are authorized at set limits as per IRC Kenya delineation chart before disbursement.
• Prepare the petty cash upload spreadsheets to upload stage ready for review.
• Monitor and track cash advanced to program and support staff on a monthly basis ensuring that liquidation reports are prepared and correction journals prepared ready for review by finance officer/manager.
• Perform supervised petty cash counts every Friday and month end.
• Ensure that all cash received is duly receipted, coded and promptly banked.
• Rubber stamping ‘paid’ on all documents once cash vouchers are signed and cash disbursed and before filing.
• Maintain an organized and well documented (all files must be labeled properly and visibly) and sequential filing system for all cash disbursement vouchers.
• File on a monthly basis excel and SUN journals ensuring that they are fully supported and ready for review by finance controller and country director by the 17^th of every month.
• Compile intercompany transactions and send them out to respective country offices by 1^st of every month after they are reviewed and approved.
• To represent finance in weekly tender committee meetings when nominated to do so.
• Be receptive to the training IRC will give to develop your technical and professional competence
• Be adaptable and flexible with a view to taking on board new tasks and new assignments in due course
• To act at all times in accordance with US and Kenyan Law and Standard accounting practice.
• Any other duties as may be assigned by supervisor.

Qualifications:

• Minimum CPA II qualification
• At least five years of prior professional experience in a similar post
• Knowledge of fund accounting, procurement and financial management of US and UN cooperative agreements
• Knowledge of Microsoft Office software. SUN Accounting is an added advantage
• Ability to work independently in a rapidly changing professional environment with a view towards establishing administrative procedures and protocol that will ensure optimal functioning of the Operation
• Demonstrated people skills.
• Excellent interpersonal, organizational, and time management skills
• Ability and willingness to work and travel to field sites
• Fluency in spoken and written English

Position Current Status Deadline

3. Logistics Officer Accepting Cvs 28^th November, 2008

Based in Dadaab with travel to IRC Kenya program field sites as required, the Logistics officer is responsible for Procurement. This is a key position within Logistics and carries responsibility for the integrity of the IRC's procurement system. The Logistics Officer must be able to rapidly procure Program supplies, services and equipment, whilst ensuring best practices and maintaining audit-compliant records.

Specific responsibilities include,

• The implementation and / or maintenance of standard IRC Kenya procurement policies and procedures.
• Provide procurement services for all programs in Daadab.
• Ensuring that procurement is carried out in accordance to IRC Kenya and donor-specific polices.
• Attend all the procurement committee meetings.
• Coordination with Finance, Admin and program departments to ensure integrated internal controls, timely payment of vendors and full, auditable support documentation.
• Ensuring that a transparent and responsive procurement process is implemented and maintained.
• Routine communication, coordination and planning with the relevant requesting staff / programs regarding the order and delivery of supplies.
• Ensuring that all Supplies, services and equipments required are delivered in time.
• Establishment and maintenance of ethical, professional working relationships with suppliers.
• Maintain supplier information for regularly purchased items, and be informed of current local market conditions.
• Support and provide the appropriate trainings for procurement and program staff as required.
• Advise the Logistics Manager of procurement-specific issues or improvements.
• Any other duties or tasked delegated by Logistics Manager.

Expected Deliverables:

• Provide on-time, standard monthly reports to the Logistics Manager.
• Generate and / or maintain an IRC Pre-qualified Vendor database.
• Generate and / or maintain comprehensive price list for goods, services and equipments purchased by IRC
• Produce routine cash / payment projections for Logistics Manager and Finance.
• Submit monthly list of commitments to Logistics Manager and Finance
• Produce routine purchase status reports for Logistics Manager, Programs and Finance.
• Maintain the IRC PR Tracking & Metrics system and submit routine reports to the Logistics Manager and IRC New York.

Personal Characteristics:

• Strong sense of personal integrity.
• Attention to detail.
• Strong supervisory skills.
• Ability to multi-task.
• Team spirit and problem solving abilities.

Job Requirements:

• Diploma in Logistics or Business management
• Knowledge of generic procurement procedures and practices (IRC or NGO experience advantageous).
• Familiarity with major donor and local regulations / laws.
• Four years work experience in procurement, at least one year in a supervisory capacity.
• Holder of a valid driving license
• Competent in spoken and written English
• Competent use of PC especially spreadsheets.

Position Current Status Deadline

4. Logistics Officer Accepting Cvs 28^th November, 2008

Responsibilities

Based in Dadaab, the Logistics Officer carries responsibility for the integrity of the IRC's inventory management system. The Logistics Officer must be able to rapidly turn Program materials around, whilst ensuring the security of the materials and maintaining audit-compliant records. Specific responsibilities include:

• Understand, implement and / or maintain standard IRC inventory management policies and procedures.
• Train warehouse staff as required.
• Manage and document the receipt, handling, storage, release and reporting of goods through the IRC warehouse(s).
• Advise the Logistics officer/coordinator of potential inventory shortages
• Manage casual laborers in the warehouse.
• Ensure the maintenance of warehouse building(s), fittings and equipment.
• Implement and ensure clear safety procedures.
• Implement and ensure clear loading / unloading procedures, correct stacking and turnover (FIFO) procedures.
• Advise the Logistics officer/coordinator of warehouse-specific issues or improvements
• Maintain the Warehouse activity book recording all out going and incoming receipts and activities.
• Update as per IRC requirements, the Asset register, Asset inventory list and expendable store inventory list and produce monthly reports.
• Asset tagging and tracking of assets, issuance of gate passes.
• In conjunction with the Logistics Officer and the Procurement Officer, maintain quality control in receipt of machines and spare parts.
• Air shipment arrangements of goods and handling the mailbag.

Expected Deliverables:

• Maintain full and accurate inventory records for warehouses, assets and furniture
• Undertake (documented) monthly and ad-hoc physical inventory checks.
• Conduct documented quarterly job performance reviews of Warehouse staff, providing appropriate feedback.
• Provide on-time, standard monthly reports to the Logistics Manager.

Personal Characteristics:

• Strong sense of personal integrity.
• Attention to detail.
• Strong supervisory skills.
• Ability to multi-task.
• Team spirit and problem solving abilities.

Job Requirements:

• At least 4 years experience working as Logistician, of which two years in a warehouse supervisory capacity
• Knowledge of generic warehouse management systems and forms.
• Diploma in Logistics or Business Management
• Good analytical skills.
• Competent use of PC especially spreadsheets

Position Current Status Deadline

5. Driver Accepting Cvs 28^th November, 2008

Overall Responsibilities

The primary responsibility is driving IRC Kenya’s fleet of vehicles and to be an efficient and effective member of the IRC Logistics Team - to ensure that quality support is provided to IRC programmes at all times. This includes but is not limited to:

• Be familiar with and ensure that The Kenya Traffic Laws and Road Regulations are followed at all times.
• Ensure that the IRC Drivers Manual read and understood and a copy of it if always present in the vehicle at all times.
• Ensure that your vehicle is safe at all times; do not drive an unsafe vehicle at any cost. Immediately report any fault to your supervisor.
• Complete the vehicle log book accurately at every stop and make sure that the team leader in the vehicle signs at every stop. Also complete the fuel form every time you fill your vehicle.
• Ensure that all your passengers are wearing seat belts every time in the vehicle.
• Ensure that oil, water and fuel are checked on a daily basis before starting any journey
• Ensure that all essential items are present. Any faults or potential faults must immediately be reported to management;
• Adhere to vehicle servicing schedule. Minor servicing can be carried out by IRC mechanic whilst detailed servicing must be carried out by a recommended and approved local garage;
• Ensure stocks of vehicle consumables – oil, filters, shock absorbers, brake pads, etc – are kept at The IRC Storeroom make use of them following procedures.
• Ensure security and safety of IRC vehicles, passengers and goods.

Requirements:

• Valid Kenya drivers license
• Fluent in both spoken and written English.
• At least 3 years work experience in a similar capacity with development organization.
• Mechanical knowledge is a plus.
• Excellent vision and ability to drive

Send applications to:

The Human Resource Manager

International Rescue Committee

P.O. Box 62727, 00200

Nairobi

Email: hr@kenya.theirc.org.

Applications may be submitted to any of IRC field offices in Kakuma, Lodwar and Kitale.

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