Job Title: Finance & Operations Assistant
Sector: Operations
Employment Category: Fixed Term
Employment Type: Full-Time
Open to Expatriates: No
Location: New York, NY HQ USA
Job Description
Background:
Over the past 80 years, the International Rescue Committee (IRC) has developed unparalleled expertise in responding to emergencies and helping uprooted communities to rebuild. 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.
The International Rescue Committee UK is part of the IRC global network, which has its offices in New York, London, Berlin, Bonn, Brussels, Stockholm, Geneva, Nairobi, Bangkok and Amman. The IRC is on the ground in more than 40 countries, providing emergency relief, relocating refugees and rebuilding lives in the wake of disaster. Through over 20 regional offices in cities across the United States, the IRC also helps refugees resettle in the US and become self-sufficient.
The IRC is committed to a culture of bold leadership, innovation in all aspects of our work, creative partnerships and, most crucially, accountability to those we serve. The IRC is a tireless advocate for the most vulnerable.
In Technical Excellence at the IRC, we define and measure our success as positive changes in people’s lives in relation to five outcome areas: health, education, economic well-being, safety and power, while helping to narrow the gender gap. To achieve these outcomes – to drive our impact – our programs must be based on the best available evidence and aligned with our theories of change; adapted to context; responsive to client needs and preferences; and continuously improved by generating evidence, measuring what we do, and acting on what we learn. The Technical Excellence team supports the delivery of this.
Established in April 2021, the Grant Operations & Analytics Team (GOAT) brought together grants, business development, finance, and analytics functions and staff from each Technical Excellence Unit into one centralized team to increase efficiency, effectiveness and quality control across Technical Excellence grants and business operations. The primary purpose of this new team is to harmonize capacity and capabilities and drive efficiencies by establishing consistent, high quality standards and best practices to the service of improved budgeting, grants & contracts management, business development, and data collection and analytics. The Grant Operations & Analytics Team strives to build a diverse and inclusive team at all levels who as individuals, and as a group, create a working environment characterized by critical reflection, power sharing, debate, and objectivity for us to achieve our aspirations as a team and deliver the best possible service to our clients.
Job Overview:
The Finance & Operations Assistant is responsible for providing finance and administrative support to the Grant Operations and Analytics Team (GOAT) within the Technical Excellence (TE) department, working under the supervision of the Senior Coordinator, Finance & Operations. Responsibilities include day-to-day financial management and bookkeeping, grant revenue tracking, time-and-effort reporting (timesheet) of all Technical Excellence staff, and payment processing.
The Finance & Operations Assistant will also provide operational support to the Grant Operations and Analytics Team (GOAT), and work closely with other HQ units and departments, including but not limited to other Technical Excellence units, Finance/Accounts Payable, Grants staff, and liaising with IRC Europe and Washington offices as needed, as well as Country Program offices.
Major Responsibilities:
Timesheet Submission, & Grant Revenue Tracking (75%)
Manage submission of all Technical Excellence (TE) staff timesheets via the online Time & Effort Tracking & Reporting Application (TETRA), ensuring that timesheets are submitted by the payroll deadlines on a monthly basis.
Track Technical Excellence staff salary allocations from multiple funding sources, such as grants (TU2% funds), endowment funds, unrestricted budgets, etc.
Run reports on the IRC online grants management system from OTIS (Opportunity Tracking Information System) to ensure that all salary revenue from grants is captured on a quarterly basis.
Track expenses and maintain a BvA on all TE funding streams by reviewing the general ledger in both the SunSystems Accounting Software (SUN) and Integra (IRC’s financial management system), liaising with Country Program office finance and grant staff, and reviewing budgets on OTIS.
Train and support new TE staff on how to use IRC’s time and effort system.
Finance Management & Budget Support (15%)
Assist in managing budget and tracking expenditures of Technical Excellence revenue from various restricted contributions, endowment funds, grants, etc., reviewing any questionable charges with scrutiny.
Assist in preparing journal entry forms for finance recodes/reclassifications (JV) for GOAT.
Support GOAT staff in reviewing and submitting for approval travel expense reports, purchase requisitions/orders, contract payments and other finance transactions via Integra, coordinating with Accounts Payable (AP) as needed
Serve as the Integra expert and focal point for GOAT, liaising with the Integra team to troubleshoot issues; train new staff on the Integra system and provide updates to the team
Assist in reviewing and drafting budgets for grant proposals as needed.
Other Finance & Budget duties as assigned
Operations & Knowledge Management (10%)
Oversee and manage onboarding of new GOAT staff by ensuring all necessary hiring forms are submitted, equipment is ordered and set up and orientation meetings are scheduled. Provide close assistance to new staff during initial period of employment.
Assist with vacation and sick leave time-off tracking for all GOAT staff.
Lead the maintenance of the GOAT intranet site (RescueNet), including updating the organogram with staffing changes in a timely manner and posting new documents as requested
Respond to day-to-day interdepartmental, Country Program and external requests for information.
Review and continuously maintain GOAT’s internal resources and documents.
Review, facilitate and/or disseminate appropriate resources to Country Programs.
Work with Crisis Response, Recovery & Development (CRRD) finance and operations staff, Technical Excellence administrative staff, and GOAT staff to streamline and harmonize IRC processes
Job Requirements:
Work Experience:
Minimum 2 years related non-profit administration and/or budgeting experience required.
Demonstrated Skills and Competencies:
Highly proficient in Microsoft Office suite: intermediate proficiency in Excel
Experience in reviewing general ledger transactions and basic bookkeeping
Solid organizational and administrative skills, with a proven ability to prioritize projects with attention to detail.
The ability to work independently and productively in a fast-paced environment – pro-activity and initiative to problem solve within the job parameters is essential.
Dedication to diversity, equity and inclusion and a strong passion for our mission
Preferred experience & skills:
Ability to manage and work through change in a proactive and positive manner.
Fluent in English; French, Spanish or Arabic language a plus
Working Environment:
- Standard office working environment or Work from Home as requested.
The Grant Operations & Analytics Team strives to build a diverse and inclusive team at all levels who as individuals, and as a group, create a working environment characterized by critical reflection, power sharing, debate, and objectivity for us to achieve our aspirations as a team and deliver the best possible services to our clients.
The IRC and IRC workers must adhere to the values and principles outlined in IRC Way – Standards for Professional Conduct. These are Integrity, Equality, 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, Egalite, 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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