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Human Resources Manager

Job Description

• To serve as the focal point for the delivery of all Human Resources Services to the Kakuma field office.

Responsibilities:

Talent Acquisition

• As the assigned recruiter for the field office:
• Coordinate recruitment of functional, administrative and support level staff at the field office levels for standard and Just in Time recruitments.
• Coordinate internal mobility strategies for internally recruited staff.
• Serve as the HR panelist for recruitments and support all localized recruitments.

Talent Management

• Ensure the appropriate on-boarding and transition processes for all staff based at the field offices.
• Coordinate all performance management processes for all field-based staff.
• Provide a supportive and advisory role to all line managers for any corrective/ disciplinary action.
• Manage the exit process for all field-based staff.
• Track approved professional development and career pathing objectives for field staff.
• Support Compensation and Benefit strategies by coordination of localized salary surveys at least once. every two years, and raising any challenges posed in talent retention based on compensation and benefits provided.

Services and Administration

• Directly supervise the field based HRO to:
• Monitor all types of leave and absenteeism for each staff member on a daily, weekly, and monthly basis as appropriate.
• Maintain up-to-date records for: Personnel files, Recruitment, Leave, Training, Performance Management, Benefits, Payroll and Timesheets
• Ensure that all field-based staff are duly registered on the payroll, with service providers for benefits; are registered with the statutory bodies.
• Ensure that as they exit, all field staff are appropriately managed in the exit process for the end of their tenure with the organization.
• Provide the HR Manager Talent/ HR Manager Rewards & Business processes with regular updates on relevant status changes for staff in the Kakuma field location.

Employee Relations

• Support staff and supervisors through the management of any grievances and disputes.
• Train staff through monthly staff meetings.

HRIS

• Maintain all talent acquisition and management processes on Cornerstone, manage HRIS information on Workday, and process incentive staff payroll on Paymaster and provide any support needed on Integra system.

Reporting

• Provide weekly/monthly reports to the HR Manager Talent/ HR Manager Rewards & Business processes on the status of;
• Personnel files; Recruitment; Leave; Training; Performance Management; Benefit; Payroll; and Employee relations issues.

Qualifications

• A Bachelor’s degree in Human Resources Management, or Business Administration; An alternate  Bachelor’s degree with a PGD in Human Resources Management is also acceptable
• At least 5 years continuous practice in a similar position, with at least 3 in a supervisory position
• Certified as a HR practitioner as per IHRM Act
• Similar experience with an INGO will be an added advantage.

Knowledge

• Demonstrated knowledge of the National Labour requirements – Employment Act, WIBA, OSHA, NITA, RBA, NHIF, NSSF, PAYE
• A good understanding of compensation and benefits strategies
• Above average competency with MS Office Suite
• Experience in use of payroll packages.

Demonstrated skills in:

• Supervision of staff; Team Building; Organisation; Time Management; Excellent Verbal and Written Communication in English; Analytical reasoning; Conflict resolution; Positive Interpersonal interactions; Negotiation; Report Writing and Cultural and Diversity Sensitivity.

Demonstrated Ability to:

• Work independently
• Work within tight deadlines
• Work within a multicultural, multi-ethnic environment
• Manage a project.
• Exercise flexibility in the role to accomplish goals.
• Work in a climatically challenging environment
• Work in a conflict/post-conflict environment is an added advantage.

Human Resource Assistant

Job Description

• The HR Assistant will support the Urban Support Coordinator in all HR support tasks related to the TechWell Project.

Key Responsibilities

Benefits Management

• Management of insurance in terms of the addition of new staff and deletion of exited staff from cover.
• Maintaining of a tracking tool for the insurance covers.

HRIS

• Support the maintenance of all talent acquisition and management processes on Workday.

File Management

Maintain up-to-date records in Nairobi files (forms, approvals, requisitions) for all field staff in relation to

• Personnel files
• Recruitment
• Leave
• Timesheets
• Training
• Performance Management
• Benefits
• Payroll
• Exit

Payroll Processing

• Assist in retrieval of documents required for payroll processing.
• Support the HR Officer in payroll processing.

Orientation

• Preparation of orientation schedule for new staff and ensuring new staff have been oriented within the first one month of reporting.
• Making sure staff have orientation schedules have been filed in individual files.

Qualifications

• Degree / Diploma in Human Resource, Business Administration, Business Management or related Field.

Required Experience & Competencies:

• At least 2 years’ experience in Human Resource management
• Strong interpersonal skills, high degree of flexibility and a team player
• Excellent writing and organizational skills
• Experience working in a multi- cultural society.
• Conversant with word processing, spreadsheet and email computer applications
• Experience in the HR field is an added advantage.

Senior Finance Manager

Job Description

• The Senior Financial Manager has overall responsibility for the finance and financial grant management functions of the TeachWell project. The Senior Finance Manager accurately controls and manages the implementation of accounting systems for the project and collects and processes IRC’s financial data to provide management, donors, grantors, creditors, and others with timely, accurate and understandable information.

Key Responsibilities

• Act as main finance function within the Teachwell Consortium
• Is the principal liaison with IRC NY on all finance, accounting, grant budget management, and cash management matters related to the Teachwell project.
• Work with program staff to prepare grant budgets, support budget realignments, develop spending plans and review expenditures.
• Attending all Project cycle management meetings related to Teachwell, representing finance.
• Prepare donor financial reports as per the donor agreement and ensure donor regulations are adhered to for all aspects of the project’s operations.
• Participate in Nairobi BvAs review meeting; provide feedback on all finance related action points and closely monitor the Teachwell grant to ensure spending is on track.
• Review of actual vs. budget results to ensure maximum utilization of budgeted amounts and to provide recommendations for realignments as required.
• Ensure that BvAs are provided to relevant parties on time and accurately by the 15th of every month.
• Be a focal person for all grant reporting, spending plans etc. in the project.
• Submit accurate and timely donors’ report to relevant staff.

Financial reporting, Internal Controls and Audit management

• Ensures that all policies and procedures are following IRC and funding source policies, procedures, and requirements.
• As required establishes finance and supporting function policies, systems, and procedures, and directs or performs their development, documentation, and implementation. 
• Designs, implements, and monitors systems, procedures and reporting necessary to maintain on current basis accurate forecasts of cash requirements for meeting future spending, including commitments entered and which obligate IRC to future spending.
• Supervises the collection of contractual and other receivables.
• Develops schedules and performs or supervises the completion of country internal control audits, and initiates actions necessary to correct internal control weaknesses.
• Facilitates and co-ordinates external, internal, donor or government audits for the project.
• Oversees the protection of the country’s assets (cash, inventory, NEP) through the enforcement of internal control policies and procedures.
• Maintains current knowledge of local government requirements related to financial matters and ensures compliance with tax regulations and other legal requirements.

Subgrants

• Provide training on financial matters to TeachWell partners, as identified in the Partnership Capacity Assessment.
• Assist the Partnership and Grants Manager with the review of sub-grantees’ financial reports.
• Track partners’ spending and provide advice to the Deputy Project Director and the project SMT as needed.
• With the Grants and Partnership Manager, review partner financial reports (and narrative reports for consistency) and supporting documents to ensure compliance with the partnership agreement, donor regulations and IRC policy, and provide feedback to the partner as appropriate.
• Lead timely and effective finance review and reflection (monitoring), identifying appropriate follow up actions, and providing completed reports to Partnership Lead.
• Assist in the close-out of partnership agreements, including in relation to financial verification and asset confirmation.
• Assist the Crisis Modifier (CM) Senior Manager in developing financial sub-granting procedures that are in line with IRC policies and regulations.

Other

• Any other duty as assigned by the supervisors.

Qualifications

• A bachelor’s degree in accounting, Business Administration, Commerce or Finance with a recognized professional certificate in accounting such as CPA, or ACCA.
• A master’s degree with a Finance concentration will be an added advantage.
• Not less than 3 years at a senior level within the Finance Department of an international organization. Experience in the humanitarian sector will be an added advantage.
• Current or previous experience within IRC in a similar role is an asset.
• Extensive experience in working with computerized accounting systems, standard spreadsheet, and database programs.

Required Experience & Competencies:

• Excellent written and spoken English.
• Proactive and self-starter
• Able to identify and communicate potential problems and propose solutions to the level of management appropriate to effect solutions.
• Able to function effectively in a loosely structured, but complex work environment and to set appropriate priorities and deal effectively with numerous simultaneous requirements.
• Ability to carry out responsibilities independently with minimal technical support from within the program organization.
• Good communicator who can function in an organizational environment involving a diversity of cultures, languages-
• Committed to staff training and development.

Grants and Partnership Manager

SCOPE OF WORK

• Based in Nairobi, the Grants and Partnership Manager will be fully dedicated to providing grants and partnership support to TeachWell, a private foundation-funded, five-year project that will start in September 2023 and aims at strengthening children’s holistic skill development through improvement of teacher professional development in refugee counties in Kenya. This position does not currently have supervisory responsibility. Occasional travel to field sites and refugee camps may be required. The Grants and Partnership Manager will work collaboratively with all members of the Grants Unit, including two Princeton in Africa (PiAf Fellows), as well as with technical coordinators, monitoring and evaluation (M&E), and the finance and operations teams. The Grants and Partnership Manager will primarily be responsible for maintaining strong local partnerships across geographic areas where IRC Kenya works, and for ensuring effective management of the project partnerships. S/he will coordinate and manage the sub-award lifecycle in accordance with the IRC’s Partnership for Excellence and Equality System (PEERS), including conducting due diligence, ensuring partners understand applicable donor regulations, and managing receipt and review of partners’ deliverables. They will also contribute to overall grants management efforts and work to ensure adherence to donor regulations and compliance across grants and sites.

RESPONSIBILITIES

Partnership Building & Management

Partner Identification & Mapping

• Contribute to development of a clear framework on identification of local partners/organizations, and maintain clear, accessible documentation of identified organizations.
• Prioritize engagement with local partners/potential partners and lay the groundwork for long-term relationships with partners, rather than project- or funding-specific engagements, with the aim of ensuring there is a mutual, collaborative effort by IRC and partners.

Partner Vetting

• Lead the partner engagement process according to the IRC’s Partnership Excellence for Equality and Results System (PEERS) including: (1) partner project capacity review (PPCR), (2) anti-terrorism checks (ATC), (3) partner identity and background review (vetting) (4) preparation of the required partnership documents such as the internal signing memorandum, draft partnership agreement, monitoring schedule, or other, and (5) review partner’s proposal documents.

Review Requests for Proposals & Partner Submissions

• Prepare and/or review solicitations and requests for proposals from Program team(s) before publishing to ensure compliance with IRC policy and donor rules and regulations.
• Lead in drafting sub-grants/partnership agreements and modifications for compliance with donor rules and regulations, act as focal point with HQ for review and approval and facilitate signature by IRC and partner.

Support Partnership Agreements / Project Cycle Management

• Provide oversight and coordination of all IRC Kenya Teachwell Partnerships according to IRC’s PEERS methodology, ensure needed support is provided to partners, and act as focal point during the project cycle. Sub-grant related administrative processes and procedures should be standardized and consistently implemented throughout the project cycle, such as for disbursements, reporting and monitoring. This includes organizing, participating in, and facilitating partners’ financial and technical monitoring and verifications led by the IRC, as well as tracking of partner deliverables.
• Support IRC Kenya program and operations staff to ensure any emergent compliance concerns are addressed during the term of the partnership/sub-grant agreements.

Partner Capacity Building

• Support IRC Kenya program and operations staff in assessing partner’s capacity building needs and coordinate discussions with partners to develop a capacity building/development plan which is based on the outcome of the assessment (PPCR). Ensure the plan is tailored, targeted, and responsive to their organizational needs and priorities.
• Design tools to effectively monitor progress made against the agreed upon partner capacity building plans to best support partners in their organizational development.

Sub-grant Tracking

• Maintain a sub-grants tracker for all partnership/sub-grant agreements including basic sub-grant details, funds disbursed, and liquidations received. Contribute sub-grant updates to the country program’s monthly internal financial report template (FM01) and provide analysis of all current Partnerships, as required.

Grants Reporting

• Ensure partner inputs are received and incorporated into the initial grant report draft and ensure the relevant technical coordinators and M&E team have sufficient time to review inputs and raw reporting data submitted by the partner; solicit feedback from partners as questions arise on content of reports, and ensure revisions are managed in a timely manner; edit report inputs as needed. Overall, seek to provide high-quality, well-written and timely reports meeting IRC and donor requirements.
• Ensure partners remain apprised of grant report due dates and submission dates for partner inputs are kept updated on IRC’s internal tracking sheets.
• Ensure all partner report submissions are filed in the Grants Unit’s Box folder system, and maintain hard copy files of report submissions, as appropriate.

General Grants Management/Administration

• Records Management: Support comprehensive information management and filing system to ensure all grant and sub-grant agreements, reports, key correspondences, T codes, etc. are appropriately filed in up-to-date and consistent soft (Box) and hard (physical) files managed by the Grants Unit.
• Communication and information management: Provide overviews of partners and projects, as needed, for correspondences and communications materials such as IRC Kenya’s quarterly publication, Darubini. Take minutes during grants-led meetings, as well as bi-monthly Senior Management Team (SMT) meetings, and following up action points, as required.
• Support other program initiatives / work streams / tasks as assigned.

Qualifications

• University degree in international relations, or other relevant field.
• Master’s degree desirable.

Required Experience & Competencies:

• 3 to 5 years’ experience working with sub-grantees and/or local partner organizations and demonstrated ability to form effective and productive relationships with stakeholder counterparts. 
• Experience in grants management, proposal development (program narratives and budgets) and donor reporting.
• Previous experience with institutional and private donors (e.g. international foundations) compliance.
• Ability to work with tight deadlines for report writing/ information requests.
• Excellent organizational skills, ability to determine and juggle multiple priorities, and attention to detail is critical.
• Ability to work in a multi-cultural context as a flexible and respectful team player. Patience, cultural sensitivity, and application of contextual understanding in day-to-day work is required.
• Willingness to travel to IRC Kenya’s field sites or to new locations for partner assessment, as needed.
• Excellent written and spoken English essential.
• High-level of knowledge and practice with Word, Excel, Teams, Outlook, etc. required.

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