Internship Opportunities at Mercy Corps

The Program / Department/Team

The People and Culture(P&C) department responsible for providing effective HR policies, procedures, and people-friendly guidelines and support within Mercy Corps Kenya, regional and global teams based in Kenya. This includes but is not limited to lead the support on talent acquisition & development; employee engagement coordination; country wide training & learning management; compensation & benefits administration; country wide performance management oversight; disciplinary & grievance handling; staff data management; staff disengagement management and third-party service provision management.

The Position

The Intern – People & Culture will primarily be based in Nairobi, with a focus on supporting and learning of the P&C systems and processes. The intern will ensure People and culture records are accurate, accessible, compliant, and securely managed while supporting efficient People and Culture operations

Essential Job Responsibilities

RECORDS MANAGEMENT SUPPORT

• Organize staff files (physical & digital) for easy retrieval.
• Ensure staff files are organized and complete per audit requirements.
• Ensure all statutory documents/policies are signed and in staff files
• Sort, label, and file physical documents (employee records, forms, contracts) in designated personnel files.
• Electronically upload/scanned documents to Mercy Corps HCM or digital repositories with correct naming conventions
• Receive new hire paperwork, benefits enrollment forms, etc., and route for processing before filing.
• Track pending documents requiring signatures/completion.
• Digitally move files to designated archive folders/systems, ensuring accuracy
• Maintain a log (spreadsheet/database) of archived boxes/files with location
• Verify the presence of mandatory documents in personnel files
• Identify missing, misfiled, or outdated documents.
• Accurately input basic in HCM related to filing/archiving.
• Assist with digital file organization within P&C system
• Strictly adhere to data privacy regulations and company policies

ON BOARDING AND OFFBOARDING PROCESSES SUPPORT

• Support the preparation of orientation schedules for new staff members.
• Assists track the onboarding process to ensure it is done to completion
• Ensuring staff receive complete orientation pack on arrival
• Ensuring staff are fully oriented within one month of reporting.
• Any other duties assigned in the People & Culture Department.

SAFEGUARDING RESPONSIBILITIES 

• Actively learns about safeguarding and integrates it into their work, including safeguarding risks and mitigations related to their area of work.
• Practices the values of Mercy Corps including respecting the dignity and well-being of participants and fellow team members.
• Encourages openness and communication in their team; encourages team members to submit reports if they have any concerns using reporting mechanisms e.g., Integrity Hotline and other options.

Supervisory Responsibility

None

Accountability

Reports Directly To:   People & Culture Officer

Works Directly With: The People & Culture Team, Department/Program managers/coordinators,  

Accountability to Participants and Stakeholders

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.

Minimum Qualification & Transferable Skills

• Bachelor’s degree in human resources management, social sciences or equivalent
• A member of IHMR/Certified Human Resources Practitioner – Kenya is strongly desirable
• Strong communication and interpersonal skills.
• Proficiency in Microsoft Office applications/Computer skills.
• Confident, articulate, detail-oriented and organized
• Team Player, Ability to multi-task, Enthusiastic and ready to learn
• Passionate about serving vulnerable people, especially children
• Able to work within a multi-cultural environment

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The Program / Department / Team

The Mercy Corps Finance Department is responsible for all financial functions in Nairobi, Lodwar, Maralal, Wajir, Isiolo, Marsabit, and Garissa Offices, including accounting, payments and banking, payroll, budgeting, financial reporting, and grant financial management and compliance.  The Mercy Corps Finance Department ensures compliance with donor regulations as well as Mercy Corps’ internal policies and procedures.  In its role as a support to the Program Department, the Finance Department provides timely reports and assistance to the Country Director and the Program team to ensure that financial resources are used efficiently and effectively.

The Position

Working in the Finance Department under the direction and support of the Senior Finance Officer - Nairobi and will assist in the processing and recording of payment transactions in timely and accurate manner and will ensure proper filing and archiving. 

Essential Responsibilities

Financial management

• Prepare cash payment vouchers and ensure that all cash transactions are fully and properly documented in relation to batch assigned in the Finance System.
• Perform daily cash count with the Finance Officer, Snr Finance Officer or other person assigned.
• Record payment vouchers daily in the cash sub-journal for the batch assigned.
• Maintain the uncleared cash advance file and prepare past due advance report for the Finance officer or Snr Finance Officer on monthly basis.
• Support Finance officer/Snr Finance Officer to record payment vouchers daily in the bank and cash sub journal assigned.
• Responsible for gathering transaction documents required for donor reporting.
• Assist with audit related requirements (timely documents retrieval, filing after audit completion, proving additional assistance as necessary)
• Assist with scanning, copying, printing, and uploading of financial documents on relevant folders including monthly payments and vouchers for posting by the main office.
• Any other duty may be assigned.

Filing & Archiving

• Responsible for filing all cash and bank vouchers and maintaining voucher filing system such that files are updated, complete and safeguarded. Ensure all finance documents are properly labelled, filed and stored in a clear and easily accessible manner following Field Finance Manual
• Assist with Sub-grant management and organizing sub-grant files.

Tax

• Support Finance Officer/Snr Finance Officer with processing of withholding VAT and withholding tax as per KRA regulations including scanning copies to the main office on weekly basis.

Security

• Ensure compliance with security procedures and policies as determined by country leadership.
• Proactively ensure that team members operate in a secure environment and are aware of policies.

Supervisory Responsibility

N/A

Accountability

Reports Directly To: Senior Finance Officer

Works Directly With: Country Finance/Grants Teams.

Accountability to Participants and Stakeholders

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.

Minimum Qualification & Transferable Skills

• A potential Diploma or Degree in accounting or a relevant business field is desirable.
• Computer skills in MS Office programs, particularly Excel 
• Accuracy in the processing of cash transactions, mathematical aptitude and attention to detail
• Good oral and written English skills