Deputy Director, iHub

The International Rescue Committee 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 in 22 US cities, the IRC restores safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

Reporting to the GSC Global Supply Chain Operations Director, the Deputy Director of IRC’s International HUB (IHUB) in Nairobi, Kenya, provides oversight and leadership support for IHUB financial, supply chain and administration services.   

Responsibilities:

Financial Management:

• Develop the annual IHUB fiscal year operating budget; ensure that quarterly budget reforecast are prepared, submitted to HQ and shared with budget holders.
• Liaise with the IRC Kenya Country Office Finance Team on shared support costs (staffing, facilities and joint service provision)
• Provide financial management oversight to ensure expenditures are in line with budget projections; maintain effective systems for tracking expenditures.
• Ensure timely processing of all invoices and payment requests as well as clearance of advances

Policies and Procedures:

• Ensure that IHUB policy and procedural documents are regularly updated; coordinate with leadership of other IRC offices in Nairobi (IRC Kenya and IRC Somalia) to ensure policies are consistent and aligned with IRC standard policies
• Ensure IHUB policies and procedures are adhered to including finance, administration, travel, supply chain, IT, security and safety protocols.
• Make recommendations for updating/revising existing IHUB policies and procedures
• Staff Management;
• Directly supervise IHUB support staff; liaise with supervisors of IHUB IT and finance staff
• Ensure performance objectives are set and staff receive regular performance feedback and appraisals as part of a structured performance management program

Human Resources:

• Coordinate with the IRC Kenya HR Lead on issues of compensation and benefits as they relate to IHUB national staff
• Coordinate with the HQ HR focal point regarding the administration of  international staff benefits/allowances, new deployments and exits from the IHUB
• Coordinate orientation requirements for new IHUB staff, national and international
• Administration:
• Coordinate travel, visa/passport/permit/dependent pass applications and accommodation requirements for international staff and visitors to Kenya
• Provide support as requested for non-IHUB staff e.g. during evacuations, transit, and special events

Supply Chain:

• Coordinate with IRC Kenya and Somalia Programs on the selection and management of authorized vendors; directly manage some of IRC’s shared accounts including AIRTEL and taxi companies
• Provide oversight for IHUB supply chain functions (procurement, assets and inventory, vehicle fleet management, insurance reporting, customs clearance, shipping).
• Provide support for external supply chain requests e.g. procurement and shipment of goods, payment of vendors, customs clearance for other IRC country programs
• Ensure that Duty, Tax and VAT policies are adhered to and in line with IRCs host agreement.
• Support IRC globally with planning and hosting of workshops, conferences and other special events.

Safety and Security

• Coordinate with the HEAZ Regional Safety and Security Advisor (RSSA) on issues pertaining to staff safety and security; ensure contact information of IHUB staff, dependents and visitors is kept up to date; actively participate as a member of the Nairobi Security Management Team (NSMT) during monthly meetings
• Coordination, Communication and Representation:
• Chair the monthly IHUB All Staff Meeting
• Ensure timely and consistent communication with HQ (GSC, Finance, HR, Internal Audit, Technical Units, Regional Units, IPD and IHUB Supervisors) on operational and financial issues
• Establish good working relationships with the Ministry of Foreign Affairs, Labor Office, Customs and Immigration Departments to ensure that IHUB operations are in compliance with host government regulations and the terms of IRC’s Host Agreement.
• Actively coordinate with other NGO’s and humanitarian actors in Nairobi and attend meetings when requested as representative of IRC.

Professional Standards

• All IRC staff are required to adhere to THE IRC Way Standards for Professional Conduct and the IRC country employment policies.

REQUIREMENTS

• Bachelor’s degree or equivalent professional qualification in administration, finance or management from a credible institution
• At least 8 years relevant experience of which 4 years must be in mid-senior management with proven skills in office/administrative management in a large organization; proven experience with HR policies
• Computer proficiency in Word, Excel, PowerPoint,
• Ability to work both independently and as a team member;
• Must demonstrate flexibility, and ability to readily adapt to changing requirements and environments
• Excellent English and Swahili oral and written skills are required