Program Associate

Requisition ID: req21134

Job Title: Program Associate

Sector: Emergency Response

Employment Category: Fixed Term

Employment Type: Full-Time

Open to Expatriates: No

Job Description

The IRC’s Emergency Unit

The IRC’s Emergencies & Humanitarian Action Unit (EHAU) leads our oversees 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 rare opportunity to take part in a two-year professional development program with the Emergencies and Humanitarian Action Unit. The program consists of on-the-job experience providing support to EHAU staff, combined with required and personalized training & mentorship components, special project work, and occasional 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.

Meetings & Conference 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.

Key Working Relationships

Position Reports to: People and Operations Coordinator, EHAU

Works closely with: VP, Finance and Grants Manager, Associate Director, Response, Deputy Directors, Directors, Program Managers, Digital Communication and Design Manager.

Actively Supports: 50+ 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
• 1-2 years of work experience preferred

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, Equality 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.

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