Program and Grants Assistant

Job Description

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries, the IRC aims to restore safety, dignity and hope to millions who are uprooted and struggling to endure.

Alongside its significant global humanitarian portfolio, the IRC seeks to be an operational and inspiring leader in matters of resettlement, asylum, and integration, demonstrating its credibility and expertise as a leading service provider, partner, and advocate across the arc of the global displacement crisis. IRC uses its voice and expertise both in Europe and in the US to increase safe and legal pathways, shape systems and improve the quality of resettlement, asylum, and integration services, as well as to promote innovative ways and solutions to address the growing global need for resettlement.

The IRC delivers programs across Europe that address acute humanitarian needs of asylum-seekers and other vulnerable migrants who are newly arrived, stranded or in transit, and programs that address the longer-term integration needs of asylum-seekers and refugees.

In response to the increased migrant’s arrivals into Europe, in October 2015 the IRC began responding in Serbia and later expanded to other countries in the Balkans to assist vulnerable refugees and migrants. The programs are implemented in close partnership with local non-governmental organizations and government institutions.

Job Summary

The Program and Grants Assistant is a full-time national staff position based in Belgrade. This position will be primarily responsible to assist in overseeing projects monitoring and reporting, ensure compliance with IRC and donor regulations, and to support implementation of IRC led projects in Serbia. This position reports directly to the Head of Office (HoO) and work closely with the Project Manager and Finance Manager.

Duties and Responsibilities:

- Provides administrative and logistical support for projects, initiatives, and programs within an NGO environment; - Assist assigned managers and team members by maintaining calendars, receiving and composing communications as correspondence, and replies to inquiries; - Maintain and update databases and records on programming activities for the program monitoring and evaluation purposes; - Manage and responsible for the program e-mails aiming specific tasks such as communications with stakeholders, service providers/tenderer; - Assist with the preparation of status and progress reports by providing information, prepares tables, charts and draft sections of it as required; - Verify the conformance of project terms of reference with workplans and set objectives; - Ensures all grant files are organized and well managed for planning and preparation of donor reports and project monitoring; - Coordinates the translation, proofreading and editing of documents as required; - Prepare background material, working papers and tables for briefings, review sessions and meetings; - Drafts case studies, success stories, program and contextual updates; - Writes routine reports and correspondence, and assists with the development of project/program materials; - Organizes meeting and events; - Coordinates and disseminates all internal and external material, including publicity and background documents for local events, coordinates appropriate mailings or distribution; - Coordinate’s registration process and acts as contact person for the participants; - Works with and maintains data management and filing for projects/program; - Support finance, grants and program to ensure timely submission of all project narrative and financial reports in accordance with donor requirements and procedures; - Liaises with Regional Office staff as required; - Develop and maintain effective and productive working relationships with key stakeholders. - Report on performance and attend regular team meetings aimed at ensuring activities of the team members are coordinated and performed in timely manner - Performs other related duties assigned by the HoO.

Professional Standards

The IRC and IRC workers must adhere to the values and principles outlined in the IRC Way - Standards for Professional Conduct.

Reporting Lines

Program and Grants Assistant directly reports to the Head of Office (HoO).

Expected Travel

This position is based in Belgrade.

Qualifications

• Relevant Degree in management, social sciences or related field;

• An excellent team player with good skills in team work;

• Experience in using monitoring tools and mechanisms to improve advocacy and planning;

• Excellent written and oral communication skills, cultural sensitivity, flexibility, ability to improvise, excellent relationship-building skills, effectiveness in representation and liaison with external actors, team player and adaptable to work in a multi-cultural environment;

• Ability to work under pressure and to handle sensitive situations diplomatically;

• Fluency in Serbian and English;

• Experience working in NGOs and/INGOs will be considered as an advantage.

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.