tendersglobal.net
Job
Overview:
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 offers lifesaving care and
life-changing assistance to refugees forced to flee from war or disaster. At
work today in over 40 countries and in 27 US cities, the IRC restores safety,
dignity and hope to millions who are uprooted and struggling to endure. The IRC
leads the way from harm to home.
Position Overview: The Administrative
Assistant position will have dual reporting to the Senior Director, Business
Operations, Grants, Operations & Analytics Team (GOAT) and the Senior
Director, Monitoring, Evaluation, Accountability and Learning (MEAL). The
Administrative Assistant will effectively support the day-to-day management of
administrative tasks and operations in both teams (roughly a 50/50 split). This
includes providing scheduling support, communications and other administrative
tasks. The Administrative Assistant will ensure that all necessary IRC systems,
policies and procedures are understood and used by unit team members.
Major
Responsibilities:
Support
to MEAL and GOAT Management teams:
• Manage the Senior Directors’ calendars. Schedule meetings, prepare for logistical requirements of those meetings (booking rooms, technology set up).
• Support with team communication and serve as focal point for information inquiries. Distribute org and team wide information as required.
• Support with travel logistics for the Senior Directors when required, including flights, accommodation and visas.
Support
to MEAL and GOAT Unit colleagues
• Organize, schedule, and support meetings for the departments.
• Support with capturing the meeting follow up notes when/if relevant, present slide decks, and disseminate resources.
• Ensure department meetings run smoothly and effectively by managing invitations and conference call details.
• Track vacation and update shared calendars.Support
Information/Document Management and Internal Communications
• Support pillar document formatting (color coding) and meeting preparation.
• Organize Box folders and support collaboration and archival organization across the departments.
• Manage department subscriptions, such as Zoom and Survey Monkey, CommCare, etc
• Support with maintaining the team Rescue.net pages
• Update organizational charts quarterly, alongside departmental team• Oversee quarterly Distribution List updates and ensure accuracy of mailing lists
• Support onboarding for new global (CRRD) hires that include scheduling time with pillar leaders
Department events and other
support
• Support with design, printing, and procurement of meeting/workshop materials (e.g., agendas, shirts, nametags, etc.)
• Support with planning and facilitating special occasions (eg. Virtual/in person birthday celebrations, baby showers, welcome or farewell parties, etc.)
• Other duties as requested
Job
Requirements:
• 1-2 years of administrative experience.
• Must have strong computer skills, including fluency in online research and Microsoft Office • Suite, particularly Outlook and Word. Experience with Box, Teams and Excel is an advantage.
• Must be very organized and detail oriented, with strong communication skills and the ability to juggle multiple tasks.
• Fluency in English required; proficiency in French, Spanish and Arabic is desired/a plus.
• Interest and curiosity in continuous learning and development
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