Requisition ID: req42871

Job Title: Program Associate

Sector: Program Administration

Employment Category: Fixed Term

Employment Type: Full-Time

Compensation: USD 24.00 – 25.00 Hourly

Location: New York, NY HQ USA

Job Description

Background/IRC Summary:
The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and 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 which support them, as well as 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. The IRC leads the way from harm to home.

The IRC’s Emergency Unit
The IRC’s Emergencies & Humanitarian Action Unit (EHAU) supports IRCs global emergency preparedness and response activities. The mission of the EHAU is to help meet the immediate survival needs and reduce suffering in conflict or disaster affected populations during the acute phase of an emergency. The EHAU also works in protracted emergencies, where the risk to life may be reduced but the population is still subjected to rights abuses and a lack of basic services.

The EHAU is also charged with enhancing the IRCs global and country level emergency preparedness capacity. We do this by supporting the development and training of Country Emergency Teams, assisting in the development of emergency focused partnerships with local civil society organizations, maintaining regional and global capacity to rapidly identify and deploy qualified emergency response personnel, and supporting country-level contingency planning.

Scope of work:
The Program Associate position is a unique opportunity to take part in a two-year professional development program with the Emergencies and Humanitarian Action Unit. The program consists of; 1) on-the-job experience providing support to EHAU staff, combined with, 2) required and personalized training & mentorship components, 3) special project work, and 4)frontline deployments (remote or field-based) in a variety of contexts. The Program Associate will gain in-depth knowledge of the IRC and how emergency responses work. By gradually taking on more responsibilities and participating in all elements of the program, the Program Associate will gain exposure and skills related to international humanitarian and development work within the context of the IRC. The Program Associate will also have the opportunity to gain technical insight and experience in areas of particular interest to them whenever possible.

ESSENTIAL JOB FUNCTIONS:
Administrative/Travel

• Support travel and lodging arrangements for EHAU staff.
• Visa application support including preparing visa letters, embassy runs etc. for EHAU staff
• Provide support to all EHAU staff attending HEAT training including liaising with the Training Center to sign up staff and handle logistics/travel to and from the training.

• Procurement and Payments

  • Provide support to field teams with INTEGRA, the IRCs ERP platform.
  • Carry out procurement of supplies and services on the INTEGRA platform and any other portals approved by our Global procurement team.
  • Process vendor invoices, travel reimbursements, contract payments, wire transfers, and donations to partner organizations for emergency unit operations using INTEGRA
  • Manage several corporate credit cards, record transactions, and properly file the receipts
  • Procure, track, and distribute assets to EHAU staff (laptops, mobile phones, satellite phones, etc.)
  • Manage monthly subscription services (phone plans, travel services, etc) and maintain an updated database at all times (add/delete staff as needed in a timely manner)
  • Collect and input into INTEGRA all bank and payment information for all new staff, vendors, consultants and subgrantees.

  Events Management

  • Assist in planning EHAU annual conference
  • Provide scheduling and note-taking support to Senior Management Team meetings when requested
  • Assist in organizing speakers, logistics, technical support, and agenda for all Weekly calls
  • Occasionally manage calendars and high-level meetings for other Senior Management Team

  HR & Orientation

  • Process HR, IT, and Finance paperwork related to on-boarding of new EHAU staff
  • Schedule orientation sessions for new Emergency Unit and External Emergency Roster staff and related logistics
  • Perform administrative tasks related to staff recruitment
  • Track and report on annual leave and sick leave balances for all Emergency Unit staff

  General Tasks

  • Field general queries from deployed teams, aiming for rapid problem resolution and escalating issues as appropriate
  • Act as liaison between deployed field staff and HQ financial, administrative and operations departments

  • As part of the career development program, the PA must be willing to undertake the following:

    • Complete trainings (consisting of both mandatory and elective courses) either online or in person
    • Mentorship and coaching by a designated Mentor
    • Short term deployments to support emergency response activities overseas or remotely, either to launch new responses or support existing ones.
    • Complete work on special project(s) of interest with a team in the EHAU
    • Participate in regular performance evaluations, and receive/provide feedback on status/progress towards personal career advancement.
    • Presentations to select audiences of projects and reflections on their progress within the program

    Key Working Relationships
    Position Reports to: People and Operations Coordinator, EHAU

    Works closely with: VP; Senior Director, People & Operations; Deployment Managers; Senior Director, Fundraising & Finance; Finance Officer, Unit & Events Officer.
    Actively Supports: 80+ Emergency Unit staff (largely remotely)

    Requirements

    • Strong interest in humanitarian aid and a desire to gain hands-on experience and exposure to the field
    • Attention to detail and ability to handle multiple, competing deadlines and priorities in a dynamic environment
    • Familiarity with basic budgeting and accounting helpful
    • Excellent interpersonal communication skills and ability to work in a multi-cultural environment
    • Ability to thrive in a dynamic environment, within and across departments/functions and develop positive relationships with local and remote staff
    • Ability to work in high stress environment with multiple and competing demands
    • Ability to work independently as needed.
    • Ability to exercise good judgment and maintain confidential information
    • Customer service orientation with desire to find creative and timely solutions for field teams
    • Strong comfort level in standard PC office software such as Word, Outlook, Excel, PowerPoint preferred
    • Excellent oral and written communications skills (English) required
    • Multi-lingual skills advantageous – with priority placed or French, Spanish, and Arabic

    Working Environment:
    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, 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, 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.

    Compensation:
    Posted pay ranges apply to US-based candidates. Ranges are based on various factors including the labor market, job type, internal equity, and budget. Exact offers are calibrated by work location, individual candidate experience and skills relative to the defined job requirements.

  • Commitment to Diversity and Inclusivity:
    IRC is committed to building a diverse organization and a climate of inclusivity. We strongly encourage applications from candidates who can demonstrate that they can contribute to this goal.

    Equal Opportunity Employer:
    We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

    US Benefits:
    We offer a comprehensive and highly competitive set of benefits. In the US, these include: 10 sick days, 10 US holidays, 20-25 paid time off days (depending on role and tenure), medical insurance starting at $145 per month, dental starting at $7 per month, and vision starting at $5 per month, FSA for healthcare, childcare, and commuter costs, a 403b retirement savings plans with up to 4.5% immediately vested matching contribution, plus a 3-7% base IRC contribution (3 year vesting), disability & life insurance, and an Employee Assistance Program which is available to our staff and their families to support counseling and care in times of crisis and mental health struggles.

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