New York City (United States of America)
The Health Unit (HU) Program Assistant provides logistical, administrative, financial and operational assistance to ensure successful implementation of activities within the Health Technical Unit. The Program Assistant (PA) is responsible for the planning and coordination of meetings and events, supporting financial and administrative operations, and providing support to the Senior Director of the Technical Unit in preparation for key meetings, presentations and travel. The Program Assistant reports to the Program Manager, Health, works closely with colleagues across the unit and communicates frequently with IRC staff in various parts of the organization.
Administrative Operations and Logistics
•Manage requests via the HU Admin Mailbox such as travel requests, HR support, event support, etc.
•Support team meetings, including bi-weekly meetings, as required.
•Coordinate events for technical support teams, including conferences and trainings. Support the logistics, contribute to content, negotiate contracts, analyze costs, etc.
•Review all travel expense reports to ensure that they are completed correctly, are accurately coded and are submitted to finance in a timely manner.
•Assist Health Unit staff with organizing desk and meeting spaces, including scheduling meetings for guests to New York Headquarters when necessary.
•Provide general administrative and travel-related support as needed for the TU Director, including scheduling, travel bookings, expense reports, etc.
•Assist with travel logistics, planning, and additional support as needed
Human Resources Support
•Support the preparation and submission of paperwork for new staff and for staff that are leaving or transitioning to a new position as needed
•Support on-boarding of new staff by drafting orientation schedules and liaising with hiring managers to ascertain equipment and other onboarding needs
•Manage the tracking of vacation and sick leave time off for all Health Unit staff and use of the HU shared calendar.
•Support the preparation and management of consultant agreements in collaboration with Procurement and HR
•Work with vendors and complete purchase requests ensuring accurate coding.
•Assist with day-to-day management of contracts, payments and other tasks for consultants.
Knowledge and Resource Management
•Organize and maintain Box files to ensure that documents are easily accessible and routinely updated
•Maintain event calendar, inventory of assets and supplies, org chart, country coverage sheet, fact sheets, etc.
•Periodically update and maintain RescueNet with the latest technical Information and resources related to programming
Project Management Support
•Support Health Unit-hosted events for large international conferences and meetings attended by Unit employees, ensuring proper coordination of events and following through to ensure that all materials and schedules are properly aligned
•Provide technical support to HU Technical Advisors as requested, which can include the review and contribution to proposal development and reports
Other support for special projects
•Assist Unit members with the development of external reports, web content, presentations and
technical tools as needed
•Other duties as assigned
Key Working Relationships:
Position reports to:Program Manager, Health
Other internal and/or external contacts:
Internal: Interacts regularly with internal IRC departments, especially finance, human resources, IT and procurement.
Education: Bachelor’s degree in relevant field is required.
Work Experience: Two years of related experience in a nonprofit environment preferred.
Demonstrated Skills and Competencies:
•Solid organizational and administrative skills, with a proven ability to prioritize projects with attention to detail.
•Highly proficient in Microsoft Office suite: high proficiency in Excel
•The ability to work independently and productively in a fast-paced environment – pro-activity and initiative to problem solve within the job parameters is essential.
•Excellent verbal and written communication skills as well as, an overall ability to be clear and concise in all communications
•Strong organizational and time-management skills; proven ability to prioritize and deliver on time
•Ability to work both independently and in a dynamic, cross-functional global team structure
•Ability to manage and work through change in a proactive and positive manner.
•Standard office work environment
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.