Country: United States of America
Closing date: 24 Nov 2017
Job Title: Program Assistant
Sector: Program Administration
Employment Category: Fixed Term
Location: USA-New York, NY - HQ
Job Description The International Rescue Committee 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, IRC offers life-saving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in more than 40 countries and in 22 U.S. cities, IRC restores safety, dignity and hope to millions who are uprooted by conflict or disaster. IRC leads the way from harm to home.
CONTEXTUAL BACKGROUND The IRC's International Programs focus on various relief and rehabilitation programs for refugees, internally displaced persons and communities affected by conflict in different regions worldwide. The Asia Region is managed by a regional team that oversees the region's country programs, headed by a Regional Director (RD), and Deputy RD for Programs (DRDP), supported by a Regional Grants Director, Regional Program Officer (PO), a Regional Grants Officer (RGO), two Program Managers (PM) and a Program Assistant (PA). These programs focus on different sectors, including health; economic wellbeing, power, education and safety.
POSITION SUMMARY The Program Assistant will be a member of the Asia Regional Team and will be based in New York. Reporting to the Regional Program Officer and working closely with the Regional Program Support Team. S/he will provide administrative HQ support to the IRC's Regional Office and country offices in the region. This position will also at times be called upon to support the International Program Department Senior Management Team, working closely with IPD Administrative Assistants and Senior Management.
SPECIFIC RESPONSIBILITIES Administrative/Travel
- Assist in organizing logistics and meetings for field staff visiting HQ;
- Visa application support including preparing visa letters, embassy runs, etc. for senior regional staff
- Assist in organizing regional conferences, trainings and workshops
- Manage regional call calendar and provide call support/notes
- Set up high-level meetings, conference calls and web meetings for RD and DRDP;
- Ensure regional team files are organized and kept up to date
- Perform office administrative tasks, such as photocopying, scanning, mailing, and filing;
- Work with IPD's Department Manager and field offices to ensure the region's entries in the International Address Book are kept up to date.
HR & Orientation
- Pre-Orientation logistics - hotel, flights, etc.
- Track leave for HQ-based staff
Grants Management
- Maintain detailed lists of the region's grants by country, including reporting deadlines, and alert colleagues as appropriate;
- Obtain Delegations of Authority, Powers of Attorney, and other documents as needed to facilitate field office operations;
- Obtain signatures on grant agreements, amendments, and other required documents;
- Work with country office grants staff to ensure OTIS (web-based grants management system) is up to date;
- Assist in finalizing and submitting grant proposal packages and donor reports (proofreading, formatting, etc.)
Internal and External Communications
- Assist the Program Officer and Program Manager to obtain and maintain updated summary information on the region's country programs, and to help draft summaries as requested;
- Assist in maintaining up-to-date information for the region on the IRC's intranet site.
Other
- Participate in special projects as needed.
- Support IPD Senior Management as requested.
Qualifications
- University degree
- 1-2 years previous work experience is a must
- Attention to detail; Ability to manage multiple, competing deadlines and priorities
- Previous experience in the humanitarian sector a plus
- Customer service attitude
- Fluency in all standard PC office software such as Word, Outlook, Excel
- Familiarity with basic budgeting, accounting and grants management principles
- Excellent interpersonal 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
SUPERVISORY RESPONSIBILITIES: None.
Key Working Relationships Position Reports to: Program Officer Asia Position directly supervises: n/a Works closely with: RD, DRDP, Regional Grants Director, Program Officer, Program Manager, IPD Senior Management and Administrative staff
PROFESSIONAL STANDARDS IRC and IRC staff must adhere to the values and principles outlined in the IRC Way - Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.
How to apply:
Please follow this link to apply: http://www.aplitrak.com/?adid=a2F0cmluYS5taWxsZXIuMzczNzkuMzgzMEBpcmNjZC5hcGxpdHJhay5jb20