Program Assistant

BACKGROUND:

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC works to aid in the development of societies in which people have the opportunity to realize their full potential and are supported by institutions and practices that are just, transparent, accountable, inclusive, and which promote and protect rights.

The Program Assistant, Research & Development position is a new role created to provide core administrative support in the areas of travel, communications, procurement, budget management, and time and effort reporting. The post will be based in the New York HQ office. The position is a full-time post for one year and a half. It may be extended dependent on funding.

Over the next five years, the IRC is committed to creating a Research and Development (R&D) lab as a center of expertise within the organization focused on: i) borrowing, adapting, and inventing more cost-effective solutions, ii) testing and evaluating programs more quickly and comprehensively, and iii) sharing knowledge about what works to encourage systematic learning and policy change. The R&D Lab will focus on addressing a small number of large issues, drawing from expertise within and outside of the humanitarian field. The lab seeks to maintain a culture of openness to new ideas, while maintaining a competitive and rigorous process for selecting new ideas to develop.

SCOPE OF WORK:

The Program Assistant, Research & Development will provide administrative support to the R&D Initiative. This position reports directly to the Program Officer for Research, Learning and Evaluation (REL).

RESPONSIBILITIES:

Core Administrative Support

Budget and finance

Budget tracking for grants and operations

Time and effort reporting: Monitor the TETRA system ensuring that grants have been allocated to the appropriate personnel, and that T&E reports are submitted in a timely manner each month.

Budget review and development for proposals

Support the REL Officer to develop and track annual budgets, provide reforecasts, check expenditures for accuracy, follow up and correct errors in the BVAs. Create and update portfolio documents tracking all grants.

Logistics

Scheduling and administrative assistance to Senior Director, REL

Comparing and choosing sites for events; sourcing venues, obtaining quotes for services, reviewing contracts, finalizing all procurement requirements

Coordinating content and developing conference materials

Reserving and booking flights, booking accommodation, procuring visas (including completing paperwork where possible), liaising where necessary with IRC Country Program staff to arrange in-country travel logistics.

Procurement

Serve as the focal point for procurement requests

Manage the administration of procurements

Tracking and initiating procurement requests

Tracking and initiating requests related to hiring consultants

Rescuenet – the IRC’s intranet

Take responsibility for maintaining and updating content

GENERAL JOB FUNCTIONS:

Maximize efficiency of the R&D Initiative through providing strong administrative support in the areas of budget and finance, logistics, procurement, and administrative support.

JOB REQUIREMENTS:

Bachelor’s degree

At least 1 year of related work experience, preferably for an International Non-Governmental Organization (INGO).

Excellent organizational skills: the ability to work independently & productively in a fast-paced environment and ability to effectively see projects through from start to finish.

Excellent interpersonal and communication skills: the ability to successfully and effectively liaise with a variety of people in a multi-cultural environment and work on a virtual team;

Flexible work attitude, proactive and demonstrated creativity: the ability to work productively in a team environment and the ability to problem solve creatively with minimal guidance;

Fluency in English, both verbal and written is required; language skills in French would be a strong asset;

Excellent Computer skills: proficient in all MS Office, and some knowledge of database management and website development would be an asset.