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Program Assistant

New York City (United States of America)

  • Organization: IRC - International Rescue Committee
  • Location: New York City (United States of America)
  • Grade: Level not specified
  • Occupational Groups:
    • Administrative support
  • Closing Date:

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The Economic Recovery and Development Technical Unit (ERD TU), within the Crisis Response Recovery and Development (CRRD) department, is responsible for providing dynamic, innovative support to IRC’s country offices for their economic and livelihoods programming. This unit ensures the IRC delivers high quality livelihoods programs in emergency and recovery settings. The IRC’s ERD programs range from humanitarian aid delivery through cash and voucher transfers and food security promotion, to climate-smart agro-pastoral production and value chain development, and from enterprise development and employment promotion to resilience strengthening. The TU’s technical assistance to this wide variety of programs ensures quality and use of evidence-based practices, promotes innovation, and drives data-based management.

The Governance Technical Unit (GTU), also within the CRRD department supports IRC country programs with the design and implementation of programs that amplify the voices of people whose lives have been impacted by conflict and crisis. Governance programs help them regain control of their future by championing their right to influence the issues that affect their cities, towns, and communities. To achieve this, we:

1) Strengthen the ability of people affected by conflict and crisis to have a voice in how decisions are made in their communities;

2) Enable governments, civil society organizations, community representatives, and the IRC to respond to their voices and provide effective and inclusive services; and

3) Promote communications between leaders and the people they represent so that actions are meaningful and lasting.

Job Overview: The Program Assistant position will have joint reporting to the Senior Strategy Advisor in the ERD TU and the Senior Technical Director in the GTU, and will play a critical role in ensuring the effective day to day management of administrative tasks and operations in both teams (roughly a 70/30 split). This includes providing scheduling support, human resource management, communications and other administrative tasks. S/he ensures that all necessary IRC systems, policies and procedures are understood, and used by unit team members. Where policies and procedures are not in place, the position will be responsible for working with relevant departments and staff to develop them.

Responsibilities (ERD only):

Communications and Knowledge Management:

•Prepare and disseminate weekly team updates and maintain the team calendar

•Support the development and maintenance of ERD Rescuenet and pages

•Prepare regular updates to internal and external websites regarding program and unit activities, soliciting and coordinating input from technical unit teams and Program Managers and Officers.

•Format documents for internal and external dissemination

•Coordinate translations of key documents with external translation services

Team Operations (ERD only):

•Assist with the planning and logistics of workshops, conferences, meetings and team retreats

•Support in other administrative and scheduling tasks

Human Resources (ERD and GTU):

•Oversee and coordinate onboarding of new ERD and GTU staff by planning Orientation schedules

•Regularly update onboarding documents and resources

•Serve as unit focal point for new hires and Human Resources departments in HQ and country offices for both technical units

•Track team members vacation and sick leave

Procurement and Sourcing (ERD and GTU):

•Develop purchase orders, contract payments and other finance transactions, coordinating with Global Supply Chain, Finance or outside vendors as needed

•Own the procurement processes for paying vendors, including for translations, office supplies, and other materials for the team

•Maintains supply inventory by checking stock to determine inventory level, anticipate needed supplies, placing and expediting orders for supplies

•Support technical teams in both units in making travel arrangements, preparing expense reports

Departmental Support (ERD and GTU):

•Represent ERD and GTU in ongoing intra-departmental projects, working closely with operations support leads from other units

•Maintain ERD and GTU records and tracking for use by departmental leadership

Working Environment: Standard office work environment

Job Requirements:

Education: High school diploma or Associates/Bachelors degree.

Work Experience: 1-2 years of work experience, preferably in a non-profit organization, providing administrative support in a fast-paced environment.

Demonstrated Skills and Competencies:

•Excellent Microsoft Office skills and experience with financial and procurement systems

•Excellent interpersonal, oral, and written communication skills;

•High organized, demonstrated ability to successfully work in a fast-paced environment, within and across departments

•Attention to detail

•Aptitude for, and interest in, providing creative means of training and developing staff in organizational systems and procedures

Language Skills: Proficiency in French, Arabic and/or Spanish preferred but not required

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct.These are Integrity, Equality, 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, Egalite, 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.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
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.

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