Founded in 1933, the International Rescue Committee (IRC) is a global leader in providing emergency relief, rehabilitation, post conflict development, human rights protection, resettlement services and advocacy for refugees and others uprooted or affected by violent conflict and oppression. The IRC is committed to restoring hope, freedom, dignity, and self-reliance.
PROGRAM DESCRIPTION
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. Since 1996, IRC has been implementing gender-based violence programs in refugee, internally displaced and other conflict-affected communities and has gained a reputation as a global leader in this field. IRC is one of the only humanitarian organizations to maintain an independent Women's Protection & Empowerment (WPE) Technical Unit. This team of experts ensures that IRC's programs adhere to the principles of best practice and promote the ongoing evolution of knowledge and practice in the prevention of and response to violence against women and girls. Together, the WPE Technical Unit supports 19 country programs working in partnership with communities and institutions to promote and protect women's and girls' human rights through gender equality and to meet the safety, health, psychosocial and justice needs of gender-based violence survivors.
SCOPE OF WORK
The WPE Unit Program Assistant is responsible for managing a range of administrative and logistical support services for the WPE Technical Unit (40%). This includes managing administrative processes such as facilitating communication between team members; coordinating schedules and meeting logistics; and supporting WPE TU staff in the different locations in which the team is based around the world. The WPE Unit Program Assistant is responsible for supporting the Director of the WPE Unit (60%). This includes scheduling, tracking key deadlines, preparing for meetings and presentations and managing the Director's email, calendar and travel. The WPE Unit Program Assistant reports to the Senior Grants and Operations Coordinator, works closely with colleagues in the WPE Unit and communicates frequently with IRC staff in various parts of the organization.
ESSENTIAL JOB FUNCTIONS
- Overall Support to WPE Technical Unit
- Meet with the Director on an as needed basis to identify priorities, review schedules, and plan for upcoming needs.
- Review and prioritize the Director's email.
- Plan and schedule WPE TU meetings, including the WPE Bi-weekly meetings, WPE Team meetings throughout the year and other meetings as required.
- Respond to day-to-day communications in a timely manner, ensuring that relevant team members are informed and copied as necessary.
- Provide day-to-day administrative support to the Director; facilitate scheduling with WPE staff, other IRC staff, and individuals outside of IRC.
- Assist in the dissemination of program and technical information, including the preparation and distribution of monthly resource packages as necessary.
- Maintain and distribute a detailed calendar of team member travel and key events.
- Maintain and distribute an updated WPE Team Contact List and a Global Team Contact List.
Human Resources Support
- Support the preparation and management of consultant agreements in collaboration with Procurement.
- Support the preparation and submission of all paperwork for new staff and for staff that are leaving or transitioning to a new position.
- Support onboarding of new staff by drafting orientation schedules and liaising with Staff Supervisors to ascertain equipment needs.
- Onboard new staff by reviewing the Idrive, WPE Organogram, WPE meeting schedules and other basic administrative processes (e.g. Travel Expense Reports).
- Prepare and submit Global Position Request Forms for recruitment of new positions.
- Liaise with Human Resource staff to answer questions in a timely and accurate manner.
Budget Support
- Review all Travel Expense Reports to ensure that they are completed correctly, are accurately coded, and are turned into finance in a timely manner. Follow up with finance as necessary.
- Ensure that information on spending is shared in a timely manner with the Program Assistant for Budget.
- With the Program Assistant for Budget, review monthly U1000 BvAs to ensure proper coding and identify any charges that have been mistakenly coded to WPE.
- Complete purchase requests as needed and ensuring accurate coding. Grant Support
- Support the maintenance of WPE TU Led grant opportunities in OTIS by inputting concept notes, etc.
- Provide other grant related support as needed.
Conference Support
- Support planning related to the WPE Annual Conference.
- Process all contracts related to the WPE conference ensuring the Program Assistant for Budget is informed of spending.
- Assist as necessary with planning and implementation of other WPE TU workshops, trainings or conferences.
Representation & Information Management
- Update RescueNet with WPE TU information including an updated organogram, contact lists, and other team related information.
- Organize the Idrive to ensure that WPE TU documents are easily accessible.
- Manage the WPE TU's portion of monthly Skypack.
- Maintain an inventory of WPE TU Assets (computers, projectors, cameras, etc.).
- Support Resource Inventory as requested.
Other
- Participate in special projects and handle other tasks as assigned.
REQUIREMENTS
- 3-5 years experience as an office assistant, office manager or similar position in a fast-paced, highly professional environment preferred;
- Demonstrated budget tracking & monitoring experience including demonstrated experience with excel;
- Demonstrated organizational skills including the ability to prioritize: the ability to work independently in a busy, very detail-oriented environment and to efficiently prioritize the daily workflow;
- Excellent multi-tasking skills and proven attention to details;
- Flexible and calm work attitude: the ability to respond rapidly to changing environments, yet remain productive and focused;
- Demonstrated Computer skills: ability to work effectively and accurately with MS Outlook, Word, Excel, email and Internet applications.
0 comments:
Post a Comment