Requisition ID: req58715 Job Title: Deployment Manager Sector: Emergency Response Employment Category: Fixed Term Employment Type: Full-Time Open to Expatriates: No Location: Nairobi, IHUB, Kenya Work Arrangement:In-person Job Description IRC Emergency Unit (EmU) The IRC Emergency Unit (EmU) leads or oversees IRC’s global emergency preparedness, response and humanitarian activities. The mission of the EmU is to help meet the immediate survival needs and reduce suffering of conflict- or disaster-affected populations during the acute phase of an emergency. The EmU also works in protracted emergencies, where the risk to life may be reduced but the population is still subjected to rights abuses and a lack of basic services. Scope of work The Deployment Manager will coordinate the deployments of IRC's Emergency Response Team (ERT) and Global Surge Team (GST) members to crisis environments and other IRC staffing gaps across Technical and Functional Units, and Country Programs. Additionally, they will manage all aspects of the maintenance and utilization of the IRC’s surge staffing mechanisms. Responsibilities Deployment Management • Continually innovate the deployment process and all related guidelines, policies, and procedures. • Ensure that all deployments are appropriately documented in the Deployment Management System, and that the assigned Technical Focal Point and deployable staff member are thoroughly informed of all necessary information to support a successful deployment. • Support travel bookings & provide visa guidance & support for deploying staff. • Carry out follow-up and completion of post-deployment processes (performance management, debriefings) • Serve as primary point of contact for ERT and GST members on deployment and related administrative tasks. • Report on deployment statistics and provide regular status updates on staff location and availability. Financial • Secure correct codes for deployments from requesting Country Programs and IRC departments. • Submit monthly ERT salary re-coding. • Review monthly GST timesheet submissions. • Check transactions for proper coding of salaries and other deployment-related costs. Roster Management • In collaboration with the Response Management team & People and Culture, keep the talent profile of roster members closely matched to the changing needs of the EmU and Crisis Response, Recovery & Development (CRRD) • Promote EmU and the IRC as an employer of choice. • Maintain rigorous communication outreach to all members of the IRC’s GST to assure a sense of inclusion and team, and so as to increase engagement with the IRC roster system. • Collaborate with GST People & Culture to ensure GST members have regular access to training opportunities. • Build and maintain positive relationships with deployable staff and technical focal points. • Ensure that all applicable policies outlined in the Deployment Terms and Conditions, ERT and GST manuals, and IRC Travel Policy are adhered to by deployable staff, technical focal points, and IRC technical units and country programs. Administration • Support in organizing the onboarding and orientation of EmU and Global Surge Team staff. • Ensure all deployable staff receive timely updates and necessary trainings on changes to IRC policies, systems, or procedures. • Support the facilitation of trainings to deployable staff and technical focal points on new guidance or changes to systems, procedures, and/or policies. • Communicate deployment data to GST People & Culture to ensure accurate benefit tracking. • Contribute to policy revisions and procedural updates. • Provide support to field teams with INTEGRA, the IRCs ERP platform. • Process vendor invoices, travel reimbursements, contract payments, and wire transfers for emergency unit operations. • Perform administrative tasks related to staff recruitment. • As needed, assist in planning EmU conferences. • When requested, assist with scheduling meetings for SMT and EmU weekly calls. Key working relationships Position Reports to: Deployment Coordinator Position directly supervises: N/A Works closely with: Sr. Director, People & Operations, Program Associates, EmU People & Culture, GST People & Culture, Emergency Response Team staff, Global Surge Team staff. Indirect Reporting: N/A Requirements • University degree, or at least three years’ comparable experience working in a fast-paced customer service capacity; previous experience managing rosters or emergency team deployment systems an advantage. • Proven attention to detail, and proactivity to address issues and concerns. • Excellent customer service and relationship building skills. • Experience with data visualization tools and dashboards such as Airtable and PowerBI an advantage. • Fluency in all standard PC office software such as Word, Outlook, Excel. • Excellent interpersonal and oral and written communication skills; demonstrated ability to successfully work in a fast-paced environment, within and across departments/functions and develop positive relationships with local and remote staff. • Excellent oral and written communications skills (English) required; multi-lingual skills advantageous – with priority placed on French, Spanish and Arabic