United States of America: Department Manager

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 offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

Job Overview/Summary:

• The GSC Department Manager reports to the Chief Global Supply Chain Officer and works closely with colleagues in all HQ departments and country offices.
• The position is responsible for managing a range of support services for the department. This includes facilitating communication, coordinating schedules and travel arrangements, managing the department budget, project support, vendor management support and coordinating the deployments of the roving supply chain team.
• Responsibilities:
• Identify and recommend system and process improvements that could improve the efficiency and effectiveness of the department
• Manage the department budget and resolve any discrepancies, analyze spending trends, and provide recommendations to the CGSCO on needed adjustments to spending to ensure the budget isn’t exceeded
• Manage and coordinate the Roving Supply Chain Coordinator deployment schedule, including coordinating with other departments on deployments and proper budget allocations
• Support global supply chain initiatives such as process and systems implementations
• Ensure effective communication flows between GSC, HQ staff, and country offices
• Manage daily workflow for the CGSCO including prioritizing meetings
• Coordinate and manage the logistics for appointments, meetings, and conference calls for supply chain leadership e.g. scheduling meeting spaces, ordering food and beverages, preparing and distributing agenda items and preparatory materials
• Organize and manage global conference calls and other meetings, including reconciliation of conference expenses against approved budgets
• Manage global supply chain e-mail address lists
• Responsible for developing the structure and page content of the GSC Intranet site
• Oversee updates to the organizational chart
• Manage and report on the department’s seating plan and desk allocations
• Provide administrative and onboarding support to newly hired and exiting employees, including ensuring orientation systems are functional and meeting new employee needs
• Assist in auditing documentation support requests from the Senior Director, Global Procurement, when needed.

Key Working Relationships:

Position Reports to: CGSCO
Position directly supervises: n/a

Indirect Reporting: n/a**
Other Internal and/or external contacts: **describe the nature of departments or groups the position influences or requires support from to accomplish objectives.

Internal:procurement team, regional staff, country supply chain staff, IT, finance, HQ IPD

External:Suppliers, partner organizations

Requirements:

• Bachelor’s degree with 2-3 years administrative work experience. Previous office manager or similar experience in a busy, professional environment
• Experience managing budgets
• Solid writing and editing skills: the ability to draft and edit professional documents;
• Excellent organizational skills: the ability to work independently in a fast-paced, detail-oriented environment and efficiently organize the workflow of a fast-paced team
• Proven attention to details: the ability to track and process multiple details simultaneously and accurately
• Excellent interpersonal and communication skills: the ability to successfully and effectively liaise with and motivate a variety of people in a multi-cultural environment
• Flexible work attitude: the ability to work productively in a team environment & independently
• Ability to use sound judgment in maintaining confidential information
• Strong computer skills: ability to work effectively and accurately with MS Outlook, Word, Excel, PowerPoint, email and Internet applications

Working Environment*:*

Standard office work environment. There is minimal travel expected with this position.

https://rescue.csod.com/ats/careersite/jobdetails.aspx?site=1&c=rescue&id=4091