Legal Department Officer

Job Description

The Legal Department Officer is an essential representative of the executive office and is responsible for the specialized and dedicated strategic and day-to-day operational oversight and execution of critical processes across Legal, as directed by the General Counsel. This position will be expected to provide high-quality, core administrative/legal/logistical support to the General Counsel and the Office of General Counsel in continuing to build an effective and performance-focused office.

Are you passionate about IRC’s mission, making a positive impact and seeing an improvement in people’s work lives? Then join us!

We’ll trust you to provide frontline support including by not limited to:

• Project design, management and execution: With guidance from the General Counsel, manage various projects as assigned, complex calendar coordination, email and meeting requests (including with board members, IRC leadership, and other internal and external meetings); gathering information in preparation for key meetings; support for the consistent flow of information to/from the General Counsel.

• Identification and implementation of continuous improvement of critical processes: Assist as necessary in the organization and support of meetings and conferences. Additional responsibilities include:

Budget/Financial Management

• Work closely with the General Counsel to review departmental monthly budgets and develop annual budget submission, working closely with the finance department to resolve issues.

• Coordinate, administer and synthesize the department’s operating budget, including forecasting and tracking expenses.

• Review and submit travel expense reports, purchase orders, contract payments, legal invoices and other finance transactions for approval via Integra, IRC’s procurement and expense management software; and ensure accurate coding.

Data Collection, Reporting and Analysis

• Collect KPI or other relevant data across all the department and synthesize for decision making.

• Prepare quarterly reports on KPI or other relevant data for leadership.

• Liaise with other staff from the department on feeding data into the Quarterly Strategic Review.

Enterprise Resource Planning Management (Integra)

• Provide functional expertise and complete assigned tasks to drive the successful deployment of Integra, IRC’s enterprise resource management system.

• Ensure hyper support for the department including being visible and approachable for staff and eagerly responding to requests for support.

• Conduct training to new staff on Integra, policies and processes.

• Effectively liaise with all staff to communicate, lead and resolve issues for the department.

Communications

• Act as the essential communications lead of the department to ensure a cohesive department culture by designing, developing and implementing effective communication strategies.

• Ensure departmental initiatives and projects are successfully communicated and that messages are consistent across all mediums.

Administrative and Logistical Management

• Handle the daily workflow of the General Counsel, including scheduling, coordinating travel, managing appointments and prepare basic correspondence.

• Coordinate travel arrangements as needed, including flight, accommodation, visa application and ground transportation.

• Track and document key internal and external meetings and proactively ensure that key action points are communicated, and follow-up occurs.

• Create reports by researching, transcribing, inputting, editing and retrieving text, data, and graphics from multiple sources of information and meetings.

• Support General Counsel in connection with Board and Committee meetings as requested, including preparing/conceiving materials as needed for Board and Committee meetings by collecting, analyzing and aggregating relevant information and/or data.

• Communicate progress, constraints, needs identified, and any other matters to the department leader.

• Maintain the Office of General Counsel (OGC) electronic and paper filing systems, including shared departmental network drive and continual electronic archiving of IRC materials as needed.

• Assist to maintain and update as necessary OGC’s RescueNet intranet site.

Technical support

• Collaborate with OGC focal point in working with the Gender, Equality, Diversity and Inclusion (GEDI) unit on specific projects to raise awareness, promote gender equal practices/attitudes and educate employees.

• Contribute effectively on cross-functional operations projects to support on country program feedback, successes, and gaps.

• Independently plan, communicate and implement specific projects and initiatives from inception to completion.

• Collaborate closely and regularly with the department on key interdepartmental projects.

• Perform legal research and provide legal support to General Counsel, including, for example, assembling research materials; compiling, analyzing, and organizing information; and assisting with legal document production.

• Maintain and update corporate, governance, external counsel and other database and files.

• Other duties/projects, as assigned by General Counsel or Deputy General Counsel.

Qualifications

• Bachelor’s degree required.

• Ability to communicate effectively with internal and external partners with tact and diplomacy, both orally and in writing

• Minimum 6-8 years of full-time professional work experience, with at least 3 years of experience working as an Executive Assistant to senior leadership or in legal office, a Legal Assistant in a law firm or in a comparable role

• Ability to organize, plan, schedule, address priorities and meet deadlines

• Excellent organizational skills and proven ability to handle or to rapidly shift between multiple priorities and projects simultaneously

• Ability to work independently with frequent interruptions and adapt to changes in workflow

• Excellent presentation and meeting arrangement skills - a good understanding of how to create high-impact settings

• Service-orientation and flexibility, commitment to help and support in a fast-paced, constantly evolving environment

• Strong interpersonal and relationship-building skills, ability to maintain positive working relationships at all organizational levels

• Ability to take initiative, function independently and navigate ambiguity

• Excellent oral and written communication skills in English, fluency in other languages is a plus

• Must have strong attention to detail, excellent discretion, judgment, tact, initiative, creativity, critical thinking, interpersonal skills, and self-motivation

• Demonstrated interest in the humanitarian sector and the IRC’s mission

• Strong computer proficiency in Microsoft Word, Excel, PowerPoint, Outlook, various databases and Internet research skills.

• Notary Public or willingness to become a Notary Public

• Strong work ethic.

Working Environment: Standard office work environment

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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Qualifications