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Unit Manager

New York City (United States of America)

  • Organization: IRC - International Rescue Committee
  • Location: New York City (United States of America)
  • Grade: Mid level
  • Occupational Groups:
    • Managerial positions
  • Closing Date:

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Requisition ID: req8071

Job Title: Unit Manager

Sector: Awards Management

Employment Category: Regular

Employment Type: Full-Time

Open to Expatriates: No

Location: New York, NY HQ USA

Job Description

The Global AMU is a bridge between donors and the field: providing expert technical advice to the field, while maintaining portfolio-level visibility to ensure consistency and compliance, and manage risk. This unit ensures that donor compliance policies and procedures are implemented consistently, and supports all staff working across the grants management cycle for all restricted funding from global government sources. The unit operates within a matrix management system across the teams in the US, Germany and the UK, driving functional integration between all relevant units and staff, in collaboration with the Senior Vice President of the Global AMU and the Senior Vice President for Europe in relation to overarching issues with European donors. The matrix management structure ensures that AMU staff support the Europe strategy and work towards the pursuit of new opportunities, while IRC UK maintains accountability for European funding.

Job Description

The Unit Manager reports to the Vice President (VP) of the Awards Management Unit (AMU).S/he provides high level administrative, workflow and project management support to the VP and is responsible for a large range of administrative functions to ensure all AMU Department activities move forward as effectively and efficiently as possible.

Responsibilities:

Support to VP

Manages the VPs diary and is responsible for their schedule being kept up to date and accurate

  • Supports VP in preparing communications, presentations and meeting materials using Microsoft Office and other digital workflow planning tools such as Box.
  • Procures supplies, equipment, and materials for the VPas needed .
  • Assists with the preparation, editing, scanning, copying, and distribution of written correspondence.
  • Receives and greet visitors as needed.

Departmental support

Communication

  • Respond to day-to-day communications on general AMU issues in a timely manner.
  • Provide orientation materials to new IRC Inc. staff.
  • Maintain the AMU’s intranet site.
  • Produce monthly AMU Bulletin for department-wide distribution.
  • Develop and maintain a resource library and provide updated information to staff.
  • Ensure that distribution lists and address lists are kept up-to-date.
  • Liaise with other AMU staff and HQ departments as needed.

Knowledge Management

  • Maintain the AMU’s intranet site, including editing and revising website page text and layouts

  • Develop and maintain an online AMU resource library;

  • Upload, organize, archive and dispose of content according to agreed procedure

  • Support staff in locating and using online content resources

  • Inform staff as is appropriate of content changes

  • Maintain and update databases

Meeting and conference management

  • Plan, schedule, and facilitate monthly department-wide meetings and conference calls. Ensure meetings run smoothly and effectively by managing calendar invites and conference call details, organizing meeting logistics, preparing any needed materials, taking minutes and actions as requested, and coordinating follow-up.
  • Coordinate AMU Summit conference and other senior meetings for executive and senior management team.
  • Prepare and manage budgets for trainings and conferences, participate in planning committees, and organize logistics for trainings and conferences.
  • Manage Strategic Opportunities Group meeting with communications, agenda formation, presentations, and documentation.
  • Support planning and logistics for AMU’s IRC Way Day annual trainings.
  • As needed, work with the Training and Curriculum Design pillar’s Training Assistant to support globally-provided field staff trainings, including vendor contract negotiation, budget planning, logistical coordination, procurement/shipment, and expense reconciliation.

Procurement responsibilities

  • Ensure timely payments for goods and services and process vendor contracts in accordance with IRC’s Global Supply Chain policies and Anti-Terrorism Compliance policy.
  • Provide proactive, timely & high-quality engagement with key strategic stakeholders and partners, with responsibility for communication with key vendors, stakeholders, and suppliers. 

Human Resource management

  • Maintain records of department staff time off and vacation schedule.
  • Ensure all relevant HR paperwork and account access is properly completed for new and departing IRC Inc. staff and that materials (laptops, ID card, etc) are retained by IRC upon departure. 

Other

  • Act as AMU SuperUser support to department for the major IRC-wide rollout of the new organization-wide ERP system: Integra.
  • Other duties as assigned by supervisor.

Qualifications

  • Bachelor’s degree required.
  • 4 years of administrative experience in a progressively responsible role a plus.
  • Solid organizational skills; detail-oriented; ability to multi-task and prioritize tasks, and to learn quickly.
  • Excellent interpersonal and communication skills: the ability to successfully and effectively liaise with people within and across departments in a multi-cultural environment.
  • A team player and an independent performer in a very fast-paced environment.
  • Maintain a high level of efficiency, composure, and optimism in high-pressured situations.
  • A flexible work attitude and a calm manner.
  • Proven writing and editing skills: a quick and accurate reviewer and editor.
  • Excellent computer skills: Microsoft Word, Excel, and PowerPoint.
  • Willingness to travel internationally 10% of time as needed.
  • Experience in humanitarian assistance and/or non-profit work an advantage
  • Experience in project management a plus.

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