Background/IRC Summary:
The International Rescue Committee (IRC) 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 that support them, as well as with 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. IRC reaches over a million children annually with education and child protection programs in 25 countries around the world.
Years of war in Syria have pushed millions from their homes and into poverty, and millions more have become refugees in Lebanon, Jordan, Turkey, Iraq and further afield. Equally complex is the emergency in Iraq, where waves of fighting and displacement have overwhelmed infrastructure and services and pushed communities to the brink. The economic, social, and health effects of these dual crises have changed the entire region. In the Middle East (Syria, Lebanon, Jordan and Iraq) IRC responds to displaced people’s acute and longer-term needs with integrated programs that improve health and safety, prioritize children’s education, foster economic wellbeing, and empower communities to regain control over their lives.
Sesame Workshop and IRC have won the inaugural MacArthur Foundation 100&Change competition, a $100 million grant to make measurable progress toward solving a significant problem. The Sesame Seeds program is embarking on a life-changing, five year intervention to bring vital early learning and nurturing care to more than nine million children and families affected by the ongoing civil war in Syria. Among other activities, the program will create multimedia programming for children affected by the conflict. Together with the Sesame Workshop, we will develop a pliant platform to reach young children and their caregivers wherever they are and measure how we impact their lives. For more information, please visit: http://refugee.sesameinternational.org/.
Reporting to the Project Coordinator, the Admin Assistant will be responsible for administrative management of the MacArthur 100&Change initiative.
The Admin Assistant is responsible for the following key objectives:
•Regional team administrative support;
•Visitor Management and Event Coordination;
•Supply Chain and finance support
Major Responsibilities Include:
Regional team administrative support
•Organize Incoming documents to the Project team members (inbox) – checking file completion and prioritizing appropriately in order to follow up with the appropriate staff
•Provide direct administrative support to regional project team including copying, dissemination of documents, preparation of expense reports, etc.
•Produce reports, collect information, compile data, and organize files as requested by the project team
•Book travel arrangements (flights, accommodations, and transportation) for senior management team members
Schedule and meeting management
•Maintain detailed schedule management for regional project team, including travel to countries of program implementation
•Coordinate with HQ and Sesame Workshop staff to schedule all necessary calls/meetings with Education technical unit, IRC senior leadership, and Sesame Workshop staff and leadership
•Attend meetings as requested to take notes and follow up on actions as needed
•Maintain and circulate organized meeting notes
Visitor Management and Event Coordination;
•Manage and maintain detailed visit schedules for all incoming visitors including supporting Country programs with visitor management
•Maintain detailed visitor tracking log for all project sites
•Liaise with security and Shared Services Unit for visitor logistics
•In coordination with the project team and communications colleagues ensure that all visits have relevant and needed documents and briefing notes
•Ensure high-level visits follow appropriate protocol
Focal point with Shared Services Unit, Finance, and Supply Chain
•In coordination with Shared Services Unit:
oEnsure office equipment is stocked with required supplies (toner, paper etc.) for IRC and Sesame workshop team
oAssist project team members in organizing staff and/or external meetings, conferences, and workshops, including venue logistics, travel, and transportation
oCoordinate international staff benefits (e.g., housing, security)
•In coordination with Finance and Supply Chain:
oResponsible for payments tracking and communication, including updating the tracking sheet and informing suppliers about transfers and checks readiness for collection
oProvide support on budget recodes and other financial management needs as necessary
Other
•Support Project Coordinator to maintain project management tools, systems, and document storage
•Other tasks as assigned by the Project Coordinator and project team
Key Working Relationships:
•Position Reports to: Project Coordinator, MacArthur 100&Change
•Position supervises: N/A
Other Internal and/or external contacts:
•Internal: Regional, country, and HQ staff for the MacArthur 100&Change project; Finance staff
•External: Sesame Workshop regionally based staff, all visitors
Requirements:
•University degree in Business Administration or a relevant field
•Minimum of 2 years of professional experience in office administration, preferably with an international NGO or multi-national firm
•Self-motivated, honest, highly responsible, and punctual
•Ability to improvise and be flexible when needed working under pressure
•Excellent communication skills both verbally and in writing
•Excellent organizational skills and ability to multi-task in fast-paced working environment
•Fluency in English and Arabic
•Proficiency in Microsoft Office
Working Environment:
•Standard office work environment
•Position is based in the IRC Regional Office in Amman, Jordan
The IRC and IRC workers must adhere to the values and principles outlined in 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.
IRC et les employés de IRC doivent adhérer aux valeurs et principes contenus dans le IRC WAY (normes de conduite professionnelle). Ce sont l’Intégrité, le Service, et la Responsabilité. En conformité avec ces valeurs, IRC opère et fait respecter les politiques sur la protection des bénéficiaires contre l’exploitation et les abus, la protection de l’enfant, le harcèlement sur les lieux de travail, l’intégrité financière, et les représailles.
