Finance and Operations Assistant

BACKGROUND

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 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 Department (CRRD)

The CRRD (Crisis Response, Recovery, and Development) Department houses all of the IRC’s Country Programs that implement our work, as well as the sector-specific Technical Units (TUs) which are the teams of experts that support IRC’s shift to more outcomes-driven and evidence-based programs. TUs collaborate closely with Country Program staff on the frontlines of program delivery and provide technical support to staff to help ensure our programs are high-quality and deliver results for the people we serve.

Job Overview/Summary:

The Finance & Operations Assistant’s primary responsibility is to provide high quality, core administrative and operational support to CRRD teams. This will include providing operational support to the Senior Vice President of the department (SVP) and Vice Presidents (VP), as well as the Finance & Operations manager.

The position is responsible for managing a range of administrative and logistical support services for the SVP including travel arrangements, document management, and tracking departmental expenses. In addition, the Finance & Operations Assistant will work in conjunction with colleagues to keep departmental information up to date and manage the changes in HQ office space. 

This role requires strong organization, pro-activity, and communication skills.

Major Responsibilities:

30% Finance Assistance

·Tech equipment procurement

·Request access to PowerBI on RVPs behalf

·Monitor and review Budget vs Actual (BVA) reports

·Support Finance & Operations Manager with Tetra approvals

·Assist CRRD Staff on Integra needs: Integra access, PR/PO creation, prepare P-card requests

·Asist in the coordination and publication of the Regional Country Comparison Report that displays a comprehensive overview of financial and HR data across regional programming

·Track translation invoices and central P-card invoices

30% Facilities & Operations Assistance

·Coordinate office supply needs for the department

·Coordinate printing replacement needs with IT and office services

·Office organization and maintenance responsibilities as needed

·Coordinate Memorial Wall

·Catering, tech support and conference room set-up

·Review incoming mail and organize correspondence needing direct attention

·Receive and greet visitors as needed and ensure daily visitors are entered in the security system

·Support the onboarding of new CRRD staff such as assisting with HR paperwork and IT requests

·Manage the maintenance of CRRD Ops folder on Box

20% Travel Assistance

·Arrange travel and visas

·Process Travel Expense Reports

·Letter of support for visas

·Traveler's Medical Service authorization letters for staff

20% Administrative Support

·Notaries and Power of Attorney paperwork to courts (in person)

·Order business cards for SVP and VPs and other core CRRD staff as needed

·Assist with the preparation, editing, scanning, copying and distribution of written correspondence

·Other duties as needed                                                                                                                  

Position Reports to:  Senior Director, Finance and Administration

Job Requirements:

·Bachelor’s degree or equivalent with at least 1 years of professional experience in an administrative role. (2+ years preferred.)

·Excellent organizational skills and demonstrated ability to multitask.

·Service oriented and flexible, commitment to help and support in a fast paced, fast changing environment.

·Excellent interpersonal and communication skills: the ability to successfully and effectively liaise with people. within and across departments in a multi-cultural environment.

·Strong attention to detail.

·Strong computer acumen including proficiency in Microsoft Word, Excel, Power Point and Outlook.

·Must be able to manage time effectively.

·Ability to work independently, resourcefully and to own initiative, with flexibility to changing priorities and an eagerness to learn.

·French, Arabic, Spanish or other relevant language skills an advantage.

·Optimism and good humor warmly welcomed.

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