Department Manager

New York City | Washington D.C

BACKGROUND:

The IRC is one of the largest humanitarian agencies in the world, providing relief, rehabilitation and post-conflict reconstruction support to survivors of oppression and violent conflict. IRC has worked for almost 80 years and today is involved in over 40 conflict zones around the world. We address both the immediate, lifesaving needs of conflict affected people in an emergency and the reconstruction needs in post conflict societies, focusing on strengthening institutions and promoting social cohesion. IRC is committed to a culture of bold leadership, innovation in all aspects of our work, creative partnerships and thorough accountability to those we serve. The IRC is an international agency with offices in London, New York, Brussels and Geneva. The IPD Department Manager reports to the Senior Vice President of Revenue, and works closely with colleagues in all HQ departments and country offices.

RESPONSIBILITIES:

Administrative Duties

  • Maintain the Revenue conference calendars and administer Revenue Staff meeting agendas, minutes and task follow up;
  • Identify and implement system and process improvements that will improve the efficiency and effectiveness of the Revenue's administration.
  • Responsible for status and inventory ordering of department equipment

Budget & Financial Coordination

  • Maintain full responsibility for and control of financial coordination for the departmental office budget
  • Manage the department credit card;
  • Submit and provide regular oversight and recommendations on the annual department budget
  • Ensure best value for incurred office expenses
  • Purchasing and expense reconciliation with accounts payable
  • Issuance of Department supplier contracts, provision of positive support and communication, & ensuring timely payment of supplier invoices

Human Resources & Relationship Management

  • Demonstrate mindfulness for staff equity and opportunities for professional growth in all facets of coordination and communication work;
  • Respond to interdepartmental and external requests for information;
  • Liaise with HR for all relevant staff inquiries;
  • Ensure updated and professionally presented Revenue Contact Lists, Org charts and central Address Book and circulate regularly to department & other colleagues;
  • Maintain annual leave, sick day, and vacation records of all department staff and proactively plan and consult for periods of high absence;
  • Coordinate a 365 day standby agreement & contact chain for emergency response mobilization;
  • Liaise with IT, office services and Global Supply Chain
  • Work with Office Services on new employee set up and employee departure. Also work with office services on the day to day office needs
  • Work systemically with IT on new employee set up and day to day office needs.

Staff Training & Development

  • Provide administrative and onboarding support to newly hired and exiting employees, including ensuring orientation systems are functional and meeting new employee needs;
  • Ensure regular IRC announcement new staff and staff/function changes
  • Manage the department training and development budget
  • Identify, collate and arrange generic Department training requirements
  • Follow up with staff members individually on individual training needs and opportunities, ensuring equal access to and professional fit for seminars and conferences
  • Plan team building activities

Meeting Coordination

  • Coordinate and manage the logistics for appointments, meetings, and conference calls, eg. scheduling meeting spaces, ensuring mtgs spaces suitably equipped, ordering food and beverages, preparing and distributing agenda items and preparatory materials;
  • Support large offsite events involving IRC staff and external partners, securing an adequate location and coordinating all details in a prompt, timely manner;

Trips to the Field

  • Responsibility for ensuring effective Revenue field trips - creating and circulating guides to opportunities and creating a clear written protocol, planning guidance and templates relating to all requirements around these visits
  • Serve as an effective intermediary between IPD programs and Revenue staff for field requests for visits to local and international IRC offices,
  • Prioritize Department field visit requests keeping in mind the staff member and donor's level of commitment and length of engagement with the IRC

Physical Environment

  • Pro-actively ensure an attractive, creative and suitable physical working environment
  • Arrange and systemically report on the department's seating plan and desk allocations;
  • Ensure that IRC physical and digital visual materials are made accessible throughout the department, including professional photos, timely reports, updates, and articles;
  • Proactively vet and circulate external periodicals, chronicles, and magazines on international affairs and related information;
  • Liaise with IT on behalf of colleagues to support functioning and accessible technology in the unit;
  • Organize department supply cabinets and replenish as needed;

REQUIREMENTS:

  • Bachelor's degree with 4-5 years administrative work experience OR Secretarial Degree with at least 3-5 years administrative experience;
  • 3-4 years office manager or similar experience in a highly productive and professional environment;
  • Excellent interpersonal and communication skills: the ability to successfully and effectively liaise with and motivate a variety of people in a multi-cultural environment;
  • 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;
  • A pro-active and solution focused approach to work - ensuring that obstacles or delays are planned for and resolved
  • Exceptional grasp of financial management and budgeting procedure;
  • Proven attention to details: the ability to track and process multiple details simultaneously and accurately;
  • Flexible work attitude: the ability to work productively in a team environment as well as independently;
  • A high level of professionalism and discretion
  • Strong computer skills: ability to work effectively and accurately with MS Outlook, Word, Excel, PowerPoint, email and Internet applications.
  • Experience and use of CRM systems - Salesforce experience desirable
  • Solid writing and editing skills: the ability to draft and edit professional documents;

WORK ENVIRONMENT/KEY RELATIONSHIPS:

There is no travel expected with this position.

Please apply at www.rescue.org/careers

IRC leading the way from harm to home.

IRC is an Equal Opportunity Employer IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status or disability.

Please follow this link to apply: http://www.aplitrak.com/?adid=a2F0cmluYW1pbGxlci42NDQ4Ni4zODMwQGlyYy5hcGxpdHJhay5jb20

Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
Apply
  • Organization: IRC - International Rescue Committee
  • Location: New York City | Washington D.C
  • Grade: Junior
  • Occupational Groups:
    • Monitoring and Evaluation
    • Management, Administration and Finance
  • Closing Date: 2015-09-19

Similar Jobs

Transition Manager

International Development Organisation

73850 - Procurement Analyst (for Indonesian Nationality only) (FOR UN ROSTER)

UNDP - United Nations Development Programme

73715 - Junior Project Clerk (for Indonesian nationality only) (FOR UN ROSTER)

UNDP - United Nations Development Programme

73694 - Programme Analyst (for Indonesian nationality only) (FOR UN ROSTER)

UNDP - United Nations Development Programme

73845 - Procurement Analyst (for Indonesian Nationality only) (FOR UN ROSTER)

UNDP - United Nations Development Programme