Department Manager & Project Coordinator

Responsibilities:

Project and Knowledge Management

- Management of key projects and effectively use tools and techniques to create work plans and track deliverables aligned to Program Delivery unit goals. - Collect, organize, and track priorities and progress as well as communication and reporting within and for Program Delivery to other stakeholders, such the RAI Executive Leadership Team, RAI SVP office, IRC Leadership Board, and the global Senior Leadership Group. - Develop content as needed for key work streams and related deliverables in order to serve as a key partner to advance and manage internal and external stakeholder relations that are central to assigned work streams. - Develop and maintain key documents and information in reference library for Program Delivery leadership team. - Actively participate on select cross-functional teams, and assist with compiling input and driving progress, often through an iterative process.

Meetings and conference management

- Plan, schedule and facilitate weekly and monthly unit-wide meetings and conference calls. Ensure meetings and internal conferences run efficiently and effectively by managing calendar invites and conference call details, coordinating meeting logistics, preparing any needed materials, taking minutes and actions as requested, and tracking and coordinating follow-up. - Execute a plan to organize the annual Executive Directors Conference and other department conferences and trainings as requested by the Vice President. Prepare and manage budgets, participate in planning committees, and organize logistics for training, workshops and conferences. - Support welcoming and scheduling IRC Program Delivery staff visiting HQ. - Manage VP calendar, communicate conflicts in a timely manner and proactively coordinate changes with meeting attendees. - Provide travel, scheduling, and meeting support and coordination to the VP and scheduling support to other ELT members when needed

Communication

- Support with reviewing and updating content on select RAI RescueNet pages managed by the unit. - Provide high-level support for the preparation of communications, presentations, and meeting materials. - Collect, write and edit Program Delivery updates for the global Senior Leaders Group. - Respond to day- to- day communications and general RAI issues in a timely manner.

Finance and Procurement

- Initiate administrative expenses in support of the unit’s operation and submit proper documentation and budget coding through Integra. - Ensure timely payments for goods and services and process vendor contracts in accordance with IRC’s Anti-Terrorism Compliance policy. - Provide proactive, timely & high-quality engagement with key strategic stakeholders and partners, with responsibility for communication with key vendors, partners, and suppliers. - Conduct P-3 card tracking and reporting through Integra (monthly). - Act as RAI Super User for Integra, submit purchase order requests and carry out Integra requests for the Program Delivery executive management members as needed.

Staff Support & Other Administrative Tasks

- Provide orientation materials to new Program Delivery HQ staff, interns, and volunteers, including up-to-date organizational charts for the department. - Provide administration support for reporting such as NOVAtime, or Time and Effort Reporting as needed. - Assist senior leadership with the preparation, editing, scanning, copying, and distribution of written correspondence as appropriate. - Liaise with other HQ departments as needed on issues related to IT, Office Services, Global Supply Chain, People & Culture, etc. as requested. - Assist with financial-- and security-related management issues, as needed. - Other duties as assigned by supervisor.

Requirements:

- Bachelor’s degree or equivalent administrative and project management experience. - 5+ years of high-level coordination and project management experience required. - Solid organizational skills; detail-oriented; ability to prioritize, and to learn quickly. - Excellent interpersonal and communication skills: the ability to liaise with people successfully and effectively within and across departments in a multi-cultural environment. - Excellent problem solving and critical thinking skills. - A team player, flexible work attitude, calm, and independent performer - Maintain a high level of efficiency, composure, professionalism, and optimism in high-pressured situations. - Proven writing and editing skills: a quick and accurate reviewer and editor. - Excellent computer skills: Microsoft Word, Excel, and PowerPoint. - Experience in humanitarian assistance and non-profit work an advantage.

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 requirement.

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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Qualifications Update