Humanitarian Programme Support Officer Emergency Programme Manager

Background to the Role:
Trócaire’s work in Kenya develops sustainable livelihoods, supports victims of gender based violence and those living with HIV/AIDS, promotes democracy and peaceful co-existence, and helps communities prepare for and respond to natural disasters.
In response to severe drought in 2017, Trocaire is now scaling up with a new emergency response that builds on its existing livelihoods programme. Trocaire is seeking a programme support officer that will support this response and work with the livelihoods team to ensure a needs-based, appropriate response is delivered.
Reporting to:Livelihoods Programme Manager
Contract Type: Fixed
Contract Duration:12 months
Location of[1] Position: Nairobi with regular travel to project sites in Kenya
Scope of the Role:
The primary function of this role is to support the delivery of Trócaire’s Humanitarian interventions in Kenya in response to drought
The role will support and advise local partners in the delivery of humanitarian response in line with key international standards
In addition, the role will provide administrative support to the allocation and documentation related to humanitarian funds within Trocaire
Safeguarding[2] Children Policy:
The successful applicant will be expected to sign and adhere to Trócaire’s Safeguarding Policy
Key Duties & Responsibilities
Programme Support for Kenya Humanitarian response (70%)
Supporting the smooth implementation of Trócaire’s Emergency Response in Kenya
Supporting the management of the Kenya humanitarian budget, ensuring spend is on track with timeline objectives
Preparing and submitting programme documentation, including situation reports, programme updates and reports, presentations and communication pieces.
Maintaining relationships with key staff in partner organisations in the Kenya humanitarian programme
Reviewing partner proposals and budgets
Supporting partners to meet their reporting schedules (financial and narrative), reviewing narrative reports to ensure that all reports respond to the relevant programme indicators and are in line with requirements
Mentor and guide partners in meeting key international humanitarian standards in their response
Conducting preliminary review of partner’s financial project reports ahead of review from finance team
Maintaining relationships with other key stakeholders (Caritas International agencies in particular).
Monitoring of events in the Kenya (conflict/ disasters/ political discord) to ensure Trócaire is prepared and has all information relevant to the effective implementation of this emergency response.
Attend and represent Trocaire at cluster meetings or other networks as directed by the programme manager
Preparing partner grant agreements, ensuring correct bank details are received and signed copies are filed.
Keeping track of grant agreements, organising extensions or addendums if necessary.
Ensuring approved funds to the partner are transferred in a timely manner in line with the organization’s policies and procedures
Maintaining the programme and project documents through the Trócaire’s online system
Administrative Support (20%)
Preparing partner grant agreements, ensuring correct bank details are received and signed copies are filed.
Keeping track of grant agreements, organising extensions or addendums if necessary.
Ensuring approved funds to the partner are transferred in a timely manner in line with the organization’s policies and procedures
Maintaining the programme and project documents through the Trócaire’s online system
Communications (10% )
Gather and prepare material for internal and external humanitarian communications work, including case studies
Support Visibility of Humanitarian Work within Trócaire
 
[1] As this post is based on the Island of Ireland, non EU / EEA nationals will require current and valid permission to work and reside in the Island of Ireland as work permits are only issued in exceptional circumstances and for very limited periods. Evidence of this permission should accompany your application.
[2] All offers of employment with Trócaire may be subject to police clearance.
All new hires are required to complete a Self-Declaration Form and sign up to our Code of Behaviour contained in our Safeguarding Children Policy. For additional information please consult the Human Resources Department.
REQUIREMENTS
Qualification
Third level qualification in relevant discipline i.e. humanitarian
Experience
Experience working in a development organisation and a good understanding of humanitarian issues
Experience of administrative work
Experience of working with donor grants
Experience of budgeting and financial reporting
Experience in proposal and report writing
Skills
Good writing and communication skills
Good inter-personal skills with the ability to communicate sensitively to a broad range of people and organisations within a cross cultural context
Ability to work effectively within a team and in support of colleagues
Proven organisation and administration skills
Competent with standard IT packages including word, excel, databases e.g. Salesforce, Agresso
Social media skills
Ability to organize his/her work independently
Ability to prioritize, meet deadlines and multitask
Concrete and action oriented person
Good attention to detail
Qualities
Ability to organize his/her work independently
Ability to prioritize, meet deadlines and multitask
Concrete and action oriented person
Good attention to detail
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