Country: United States of America
Closing date: 23 Oct 2017
Background/IRC Summary: The International Rescue Committee (IRC) 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 works to aid in the development of societies in which people have the opportunity to realize their full potential and are supported by institutions and practices that are just, transparent, accountable, inclusive, and which promote and protect rights.
The Governance Technical Unit is charged with: providing intellectual leadership and vision around governance programming areas; quality technical support to field staff and partner agencies; targeted support on program design and fundraising; developing innovative research and learning opportunities; and public representation on governance-related policy and programming issues.
The Governance Technical Unit has 11 staff members and an annual budget of $3 million dollars. The Governance Technical Unit receives direct funding from governments, foundations, and private donors.
Job Overview/Summary: This position supports the Governance Technical Unit by providing a variety of administrative support, liaison activities within IRC's headquarters location, and direct support to the Unit's Director. This includes assisting the Senior Coordinator for Grants and Operations, to whom this position reports, and carrying out administrative tasks for the Director, Senior Technical Advisors, Technical Advisors, and consultants.
Major Responsibilities:
General Administration
- Provide administrative support to Governance Technical Unit staff on travel requests, consultant requests, and other internal processes.
- Review and submit for approval purchase orders, contract payments and other finance transactions.
- Oversee and manage onboarding of new staff, interns and consultants by ensuring all necessary hiring forms are submitted, equipment is ordered and set up and orientation meetings are scheduled. Provide close assistance to new staff during initial period of employment.
- Assist new Governance Technical Unit staff with organizing desk and meeting spaces
- Work collaboratively with colleagues in the Program Quality Unit and support departments to streamline and improve operational processes and to respond to data inquiries
- Lead the maintenance of the Governance Unit intranet site, update organogram with staffing changes in a timely manner
- Assist in creating and disseminating team newsletters and weekly updates as requested.
Grants Management Support
- Manage proposal development processes of new opportunities from start to finish ensuring compliant and timely submissions
- Work with Senior Coordinator for Grants and Operations to monitor grant spending, review transactions for accuracy, support budget realignments etc. Analyze over- and under-spend of grant budgets
- Coordinate Grants Opening and Review meetings
- Provide administrative support to grants including but not limited to cost-share reporting, consultant hiring, financial reporting, document signing, and specific grant activities
Planning and Scheduling
- Assist with the planning and logistics of various conferences and meetings in New York and overseas
- Help manage the Director's calendar; schedule meetings, respond to emails, and flag in terms of priority as necessary.
- Plan and schedule weekly Governance Unit meetings; maintain the Governance calendar
- Track vacation and sick leave time off for all Governance Technical Unit staff.
- Respond to day-to-day communications in a timely manner, ensuring that relevant team members are informed and copied as necessary.
Other
- Procurement of supplies upon request; coordinating with Global Supply Chain or outside vendors as needed
- Other duties as assigned by Senior Coordinator for Grants and Operations Coordinator and the Governance Unit Director.
Key Working Relationships:
Position Reports to: Senior Coordinator Position directly supervises: N/A
Indirect Reporting: Other Internal and/or external contacts:
Internal: collaborate with TAs, STA and TD in the GOV TU to ensure that the admin and program needs of the entire unit are met
External: collaborate with TUs and Country Office to ensure proper communication and data flows in and out of the TU
Job Requirements:
- Bachelor's degree required
- Strong Math skills and Microsoft Excel required
- Minimum of one year of work/internship experience preferably within a non-profit organization, providing administrative support in a fast-paced environment
- Solid organizational skills; detail-oriented; ability to prioritize tasks
- Able to work collaboratively in a team, a flexible work attitude and a calm manner
- Proven writing and editing skills: a quick and accurate reviewer and editor
- Interest in humanitarian aid work and experience in developing countries a plus
- Strong knowledge of Microsoft Word and PowerPoint
- Fluency in French preferred but not required
Working Environment: Standard office work environment
How to apply:
Please follow this link to apply: http://www.aplitrak.com/?adid=YXN0cmlkLm1hdGhldy42NjkyOS4zODMwQGlyYy5hcGxpdHJhay5jb20