Program Assistant

Job Type

Full Time

Salary

Details: Negotiable

Published

08/07/2018

Start Date

10/01/2018

Application Deadline

09/06/2018

Address

New York
New York
United States

Description

Requisition ID: req2514

Job Title: Program Assistant

Sector: Program Administration

Employment Category: Regular

Employment Type: Full-Time

Location: USA-New York, NY - HQ

Job Description

CONTEXTUAL BACKGROUND



The IRC's International Programs focus on various relief and rehabilitation programs for refugees, internally displaced persons and communities affected by conflict in different regions worldwide. The Asia Region is managed by a regional team that oversees the region's country programs, headed by a Regional Vice President (RVP), and Deputy Region Director (DRD), supported by a Regional Grants Director, Regional Program Officer (PO), a Regional Grants Advisor (RGA), two Program Managers (PM) and a Program Assistant (PA). These programs focus on different sectors, including health; economic wellbeing, power, education and safety.



The International Programs Department (IPD) Operations team is headed by a Senior Vice President for International Programs, a Vice President for IPD Operations, two IPD Officers, a Department Manager, and an IPD Program Assistant (PA).



POSITION SUMMARY



The Program Assistant will be a split 50/50 between the Asia Regional Team and the IPD Operations team and will be based in New York. The position reports to the Asia Program Officer and the IPD Department Manager, working closely with members of both teams. S/he will provide administrative HQ support as well as support to the IRC's Regional Office and country offices in the region. This position will also be called upon to support the International Programs Department Senior Management Team, working closely with IPD Administrative Assistants and Senior Management.



SPECIFIC RESPONSIBILITIES



Administrative/Travel


  • Assist in organizing logistics and meetings for field staff visiting HQ;
  • Visa application support including preparing visa letters, embassy runs, etc. for senior staff
  • Assist in organizing conferences, trainings and workshops
  • Manage regional call calendar and provide call support/notes
  • Set up high-level meetings, conference calls and web meetings for senor leadership;
  • Ensure team files are organized and kept up to date
  • Perform office administrative tasks, such as photocopying, scanning, mailing, and filing;
  • Work with IPD's Department Manager and field offices to ensure accurate staffing information is maintained throughout the department
  • Track leave for HQ-based staff





Grants Management


  • Maintain detailed lists of the region's grants by country, including reporting deadlines, and alert colleagues as appropriate;
  • Obtain Delegations of Authority, Powers of Attorney, and other documents as needed to facilitate field office operations;
  • Obtain signatures on grant agreements, amendments, and other required documents;
  • Work with country office grants staff to ensure OTIS (web-based grants management system) is up to date;
  • Assist in finalizing and submitting grant proposal packages and donor reports





Internal and External Communications


  • Assist the Asia Program Officer and Program Manager to obtain and maintain updated summary information on the region's country programs, and to help draft summaries as requested;
  • Assist in maintaining up-to-date information for the IRC's intranet site.





Other


  • Participate in special projects as needed.
  • Support IPD Senior Management as requested.





Requirements


  • University degree
  • 1-2 years previous work experience is a must
  • Attention to detail; Ability to manage multiple, competing deadlines and priorities
  • Previous experience in the humanitarian sector a plus
  • Customer service attitude
  • Fluency in all standard PC office software such as Word, Outlook, Excel
  • Familiarity with basic budgeting, accounting and grants management principles
  • Excellent interpersonal communication skills; Demonstrated ability to successfully work in a fast paced environment, within and across departments/functions and develop positive relationships with local and remote staff
  • Excellent oral and written communications skills (English) required





SUPERVISORY RESPONSIBILITIES: None.



Key Working Relationships



Position Reports to: Asia Region Program Officer, IPD Department Manager



Position directly supervises: n/a



Works closely with: RVP, DRD, Regional Grants Director, Program Officer, Program Manager, IPD Senior Management and Administrative staff














Professional Level

None specified

Minimum Education Required

No requirement

How To Apply


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