Budget & Operations Manager

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 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 Budget & Operations Manager 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 Deputy Director, Business Operations and in partnership with the Sr. Finance Officer. Responsibilities include day-to-day operations of GOAT, administrative support for management, and financial and budgetary support Technical Excellence.

The Budget & Operations Manager 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:

Operations & Knowledge Management (40%) – 2 days

• Coordinate the GOAT Bi-Weekly Meetings, ensuring that agendas are created, notes are taken, and presenters are scheduled and prepared

• 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

• Work with GOAT management team on internal communications, such as email blasts or newsletter dissemination

• 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

• Spearhead and implement new ways to work more efficiently within GOAT

Administrative Assistance (10%) – 0.5 day

• Oversee and manage onboarding of new GOAT staff by working with hiring managers to ensure that all necessary hiring forms are submitted, equipment is ordered and set up and orientation meetings are scheduled. Provide close assistance to hiring managers and new staff during initial period of employment.

• Attend all INTEGRA meetings and serve as the INTEGRA superuser for GOAT

• Plan and coordinate staff retreats and meetings, ensuring that all travel and other logistics are in place

Timesheet Management, & Grant Revenue Tracking (40%) – 2 days

• 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 monthly.

• Support the Sr. Finance Officer in tracking 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.

• Support the Sr. Finance Officer in tracking expenses and maintaining a BvA on all TE funding streams by reviewing the general ledger in Integra (IRC’s financial management system), liaising with Country Program office finance and grant staff, and reviewing budgets on OTIS.

• Coordinate with contracts management staff to ensure that invoiced billable time correlates with timesheets in the TETRA system.

• Coordinate with CRRD, finance, IT, and HR to troubleshoot and improve on timekeeping systems and software.

• Train new TE staff on how to use IRC’s time and effort system, and serve as TETRA system focal point for all TE staff.

Finance Management & Budget Support (10%) – 0.5 day

• Provide surge support in prepare journal entry forms for finance recodes/reclassifications (JV) as needed.

• 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.

• Assist in reviewing and drafting budgets for grant proposals as needed.

• Other Finance & Budget duties as assigned

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

• Solid organizational and administrative skills, with a proven ability to prioritize projects with an extremely keen 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:

• Experience in reviewing general ledger transactions and basic bookkeeping/accounting

• Experience in budget management, purchasing (procurement), and expense reimbursement management

Working Environment:

• Standard office working environment. New York City-based preferred; open to remote work 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, 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.

COVID-19 Vaccination Requirement:

In accordance with IRC’s duty to provide and maintain a workplace that is free of known hazards and our commitment to safeguard the health of our employees, clients, and communities, IRC requires new hires to furnish proof of vaccination against COVID-19 in order to be considered for any in-office or hybrid positions. All IRC US offices require full vaccination to attend any in-office functions (e.g., meetings, trainings).

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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