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Program Associate

Job
from International Rescue Committee
Closing date: 28 Feb 2019

Background/IRC Summary:

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people whose lives and livelihoods are shattered by conflict and disaster to survive, recover, and gain control of their future. Founded in 1933 at the request of Albert Einstein, the IRC works with people forced to flee from war, conflict and disaster and the host communities which support them, as well as those who remain within their homes and communities. 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.

The IRC’s Emergency Unit

The IRC’s Emergency Unit (EPRU) leads or oversees IRCs global emergency preparedness and response activities. The mission of the Emergency Unit is to help meet the immediate survival needs and reduce suffering in conflict or disaster affected populations during the acute phase of an emergency. The Emergency Unit 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.

The Emergency Unit is also charged with enhancing the IRCs global and country level emergency preparedness capacity. We do this by supporting the development and training of Country Emergency Teams, assisting in the development of emergency focused partnerships with local civil society organizations, maintaining regional and global capacity to rapidly identify and deploy qualified emergency response personnel and supporting country-level contingency planning.

Scope of work:

Under the direct supervision of the Operations Support Coordinator, the Program Associate will undertake administrative duties to provide support to emergency unit staff both based at HQ and deployed in crisis environments. The Program Associate may also have opportunities to be deployed with the Emergency Response Team overseas on a multiple week basis to provide administrative support. This position is ideal for a candidate who is genuinely interested in understanding how the International Rescue Committee’s emergency responses work and is willing to learn and gradually take on more responsibilities to gain skills towards a potential career advancement within the IRC.

ESSENTIAL JOB FUNCTIONS:

Administrative/Travel

  • Support travel and lodging arrangements for emergency unit staff.
  • Visa application support including preparing visa letters, embassy runs etc. for emergency unit staff
  • Assure timesheets for Emergency Response Team are completed monthly and uploaded to online Box cloud storage
  • Run Anti-Terrorism Compliance (ATC) checks for new subgrantees and vendors

Procurement and Payments

  • Process vendor invoices, travel reimbursements, contract payments, wire transfers, and donations to partner organizations for emergency unit operations
  • Record expenses from all processed Emergency Unit invoices & travel reimbursements
  • Manage several Emergency Unit corporate credit cards, record transactions, and properly file the receipts
  • Procure, track, and distribute assets to Emergency Unit staff (laptops, mobile phones, satellite phones, etc.)
  • Manage monthly subscription services and add/delete staff as needed (phone plans, travel services, etc.)
  • Procure miscellaneous goods and services (such as translation services or conference supplies) as needed
  • Collect and file bank and payment information for all new staff, vendors, consultants and subgrantees

Meetings & Conference Management

  • Assist in planning Emergency Unit’s annual off-site conference
  • Provide scheduling and note-taking support to Senior Management Team meetings when requested
  • Organize speakers, logistics, technical support and agenda for Weekly Emergency Unit call
  • Manage Outlook schedule and set up conference calls and web meetings for Emergency Unit Director;
  • Occasionally manage calendars and high-level meetings for other Senior Management Team

HR & Orientation

  • Process HR, IT and Finance paperwork related to on-boarding of new Emergency Unit staff
  • Schedule orientations for new Emergency Unit and External Emergency Roster staff and related logistics
  • Perform administrative tasks related to staff recruitment
  • Track and report on annual leave and sick leave balances for all Emergency Unit staff

General Tasks

  • Field general queries from deployed teams, aiming for rapid problem resolution and escalating issues as appropriate
  • Act as liaison between deployed field staff and HQ financial, administrative and operations departments

Field Administrative Tasks during Deployment

  • Maintain a cash disbursement ledger (cashbook) for field expenses
  • Create and maintain an archive of all relevant documents on box cloud services
  • Assist the Team Leader with write-up of field reports including weekly updates and periodic situation reports
  • When delegated by Team Leader, participate in coordination meetings
  • Any other tasks as delegated by Team Leader

Key Working Relationships

Position Reports to: Operations Support Coordinator, Emergency Unit

Works closely with: Sr. Deployment Coordinator; Finance and Grants Officer, Associate Director, Response, Deputy Directors, Director, Program Managers, , Digital Communication and Design Manager, Emergency Unit.
Actively Supports: 50+ Emergency Unit staff (largely remotely)

Requirements

  • University degree
  • 1-2 years of work experience
  • Strong interest in humanitarian aid and a desire to gain hands-on experience with operational tasks while gaining broad exposure to the field
  • Attention to detail and ability to manage multiple, competing deadlines and priorities in a fast-paced environment
  • Familiarity with basic budgeting and accounting
  • Excellent interpersonal communication skills and ability to work in a multi-cultural environment
  • Ability to work in a fast-paced environment, within and across departments/functions and develop positive relationships with local and remote staff
  • Ability to exercise good judgment and maintain confidential information
  • Customer service orientation with desire to find creative and timely solutions for field teams
  • High comfort level in all standard PC office software such as Word, Outlook, Excel, PowerPoint
  • Excellent oral and written communications skills (English) required
  • Multi-lingual skills advantageous – with priority placed on French and Arabic