Overall purpose of the role

To support the Mixed Migration Centre – East and Southern Africa with administrative programme and grant management needs; financial tracking, reporting and budgeting; and supply chain and procurement. Interested candidates should have excellent organizational, communication and time management skills as well as a passion for working within an humanitarian organization dedicated to the protection of refugees and migrants.. 

Responsibilities:

Program Support and Grant Management

• Support the Regional Head of MMC and 4Mi Manager in developing proposal budgets informed by MMC’s Master Budget and ensure that the correct templates are used during proposal development.
• Review donor contracts and outline key guidelines and policies and ensuring MMC complies with them.
• Act as the primary linkage between MMC and the Grants team to ensure compliance with DRC and donor rules during project implementation and reporting.
• Ensure all projects are up to date on dynamics and that MMC is in good standing in dynamics.
• Review the RAP (Rolling Action Plan) to ensure the correct reporting timelines are captured and reports are submitted as per the target dates.
• Identify and follow up on MMC instalments and ensure they are recorded and uploaded on Dynamics.

Financial, Reporting Support and Budgeting

• Lead in the preparation of donor financial reports, project budgets, support the Regional Head of MMC to develop proposals and budgets, and support to final project audits.
• Review supporting documentation for accuracy and adherence to DRC, donor policies and accounting principles before submitting to the donor.
• Print, file and certify financial vouchers to accompany financial reports to donors.
• Prepare and update MMC’s Master Budget in coordination with the Regional Finance Controller.
• Identify funding gaps and inform the Regional Head of MMC and 4Mi Manager.
• Set up and participate in Budget Follow Up meetings between MMC, Grants and the Finance department.
• Review project expenses monthly/quarterly to identify any re-bookings or re-postings as per the different budgets and budget lines. And ensured that they are posted on Dynamics.
• Support the team with processing payments of vendors and consultants.
• Prepare the salary rescheduling as per the active projects and budgets.

Supply Chain and Procurement

• Lead the procurement process within the team including raising purchase requisition requests, follow up with the Supply Chain teams on delivery of goods and services, quality control of delivered goods and services, liaison with suppliers on any matter arising, and invoicing and payment.
• Support the Supply Chain team in ensuring that MMC donors’ guidelines are adhered to.
• Support with the preparation and approval of Derogations, Note for files, Statement of Works and Completion Certificates templates for consultancies procurements.
• Support the Regional Head of MMC in the recruitment of consultants, including but not limited to, liaising with the Supply Chain and Human Resource teams in advertising consultancies, identification of candidates, contract reviews, invoicing and payment, consultant evaluation and consultancy close-out procedures..

About you

In this position, you are expected to demonstrate DRC’s five core competencies:

• Striving for excellence: You focus on reaching results while ensuring an efficient process.
• Collaborating: You involve relevant parties and encourage feedback.
• Taking the lead: You take ownership and initiative while aiming for innovation.
• Communicating: You listen and speak effectively and honestly.
• Demonstrating integrity: You act in line with our vision and values.

Experience and technical competencies:

• University Degree in a relevant field: Business Administration, Finance, International development/relations, Political science, Communications, Social science

• At least 5 years’ Programme support experience, with a preference given to experience in an INGO.
• Proven experience in financial management and program development in an INGO.
• Ability to work independently and with excellent organizational, planning and time management skills.
• Demonstrated ability to manage processes and maintain accurate records.
• Demonstrated ability to coordinate tasks to meet deadlines.
• Ability to write in a clear and concise manner and to communicate effectively orally. High proficiency in Microsoft Word, Excel and PowerPoint.
• Good interpersonal skills; ability to work in a multi-cultural environment with respect for diversity.
• An interest in the regional mixed migration dynamic in East and Southern Africa and Yemen.
• Full professional proficiency in English;
• Arabic or French is an asset

Conditions

Contract:       Part time at 50% for 6 months / until December 31st, 2023, possibility to extend subject to available funds and performance. Employment band H2 non-management

Availability:     July  2023

Duty station:  Nairobi, Kenya

Reporting Line: Regional Head, MMC Eastern and Southern Africa, Egypt and Yemen

Providing equal opportunities    We are committed to creating an inclusive and positive work environment based on mutual respect for all employees. All applicants are considered for employment without attention to race, age, ability, ethnicity, nationality, religion, gender identity, sexual orientation, marital status, or any other factor. At DRC we celebrate diversity and appreciate our employees for the people they are and their unique skills, backgrounds, and perspectives. We encourage all interested candidates to apply.

Promoting high standards : DRC’s capacity to ensure the protection of and assistance to refugees, IDP’s and other persons of concern depends on the ability of our staff to uphold and promote the highest standards of ethical and professional conduct in relation DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment. DRC conducts thorough and comprehensive background checks as part of the recruitment process