Scope of Work: 

• The Program Associate will support all administrative functions of the Emergency Unit, including logistics, finance, human resources, and events management. As part of the Program Associate’s career development and learning, the PA will have the opportunity to deploy (in-country or remote) to IRC Country Programs and gain on-the-job experience supporting a humanitarian response. In addition, the PA will have access to several online courses through the IRC’s learning platform, and if funding allows, additional trainings can also be considered. The PA will gain exposure and skills related to international humanitarian and development work within the context of the IRC. The PA will also have the opportunity to gain technical insight and experience in areas of particular interest to them whenever possible.

Essential Job Functions: 

Administrative/Travel

• Support travel and lodging arrangements for EMU staff.
• Visa application support including preparing visa letters, embassy runs, etc. for EMU staff
• Provide support to all EMU staff attending HEAT training, including liaising with the Training Center to sign up staff and handle logistics/travel to and from the training.   

People and Culture & Orientation

• Process P&C, IT, and Finance paperwork related to onboarding of new EMU staff 
• Schedule orientation sessions for new Emergency Unit staff and related logistics
• Perform administrative tasks related to staff recruitment 
• Track and report on annual leave and sick leave balances for all Emergency Unit staff
• Support different staff‑appreciation activities, including managing the Extra Mile Award, supporting on delivery of individual appreciation opportunities, and helping process award‑prize payments

Procurement and Payments

• Provide support to field teams with INTEGRA, the IRCs ERP platform. 
• Carry out procurement of supplies and services on the INTEGRA platform and any other portals approved by our Global procurement team. 
• Process vendor invoices, travel reimbursements, contract payments, wire transfers, and donations to partner organizations for emergency unit operations using INTEGRA
• Manage several corporate credit cards, record transactions, and properly file the receipts
• Procure, track, and distribute assets to EMU staff (laptops, mobile phones, satellite phones, etc.)
• Manage monthly subscription services (phone plans, travel services, etc) and maintain an updated database at all times (add/delete staff as needed in a timely manner)
• Collect and input into INTEGRA all bank and payment information for all new staff, vendors, consultants and subgrantees.

Events Management

• Assist in planning EMU annual conference
• Provide scheduling and note-taking support to Senior Management Team meetings when requested
• Assist in organizing speakers, logistics, technical support, and agenda for all Weekly calls
• Occasionally manage calendars and high-level meetings for other Senior Management Team

Key Working Relationships 

• Position Reports to:  Emergency Support & Deployment Coordinator, EMU
• Works closely with: Senior Director, People & Operations; Deployment Manager; Senior Director, Fundraising & Finance; Grants Coordinator, Sr. Finance Analyst         
• Actively Supports: 70+ Emergency Unit staff (largely remotely)

Requirements

• Strong interest in humanitarian aid and a desire to gain hands-on experience and exposure to the field.
• Attention to detail and ability to handle multiple, competing deadlines and priorities in a dynamic environment.
• Familiarity with basic budgeting and accounting helpful.
• Excellent interpersonal communication skills and ability to work in a multi-cultural environment.
• Ability to thrive in a dynamic environment, within and across departments/functions and develop positive relationships with local and remote staff.
• Ability to work in high stress environment with multiple and competing demands.
• Ability to work independently as needed.
• Ability to exercise good judgment and maintain confidential information.
• Customer service orientation with desire to find creative and timely solutions for field teams.
• Strong comfort level in standard PC office software such as Word, Outlook, Excel, PowerPoint preferred.
• Excellent oral and written communications skills English required.
• Multi-lingual skills advantageous – with priority placed or French, Spanish, and Arabic.

• Support travel and lodging arrangements for EMU staff.
• Visa application support including preparing visa letters, embassy runs, etc. for EMU staff
• Provide support to all EMU staff attending HEAT training, including liaising with the Training Center to sign up staff and handle logistics/travel to and from the training.
• Process P&C, IT, and Finance paperwork related to onboarding of new EMU staff
• Schedule orientation sessions for new Emergency Unit staff and related logistics
• Perform administrative tasks related to staff recruitment
• Track and report on annual leave and sick leave balances for all Emergency Unit staff
• Support different staff‑appreciation activities, including managing the Extra Mile Award, supporting on delivery of individual appreciation opportunities, and helping process award‑prize payments
• Provide support to field teams with INTEGRA, the IRCs ERP platform.
• Carry out procurement of supplies and services on the INTEGRA platform and any other portals approved by our Global procurement team.
• Process vendor invoices, travel reimbursements, contract payments, wire transfers, and donations to partner organizations for emergency unit operations using INTEGRA
• Manage several corporate credit cards, record transactions, and properly file the receipts
• Procure, track, and distribute assets to EMU staff (laptops, mobile phones, satellite phones, etc.)
• Manage monthly subscription services (phone plans, travel services, etc) and maintain an updated database at all times (add/delete staff as needed in a timely manner)
• Collect and input into INTEGRA all bank and payment information for all new staff, vendors, consultants and subgrantees.
• Assist in planning EMU annual conference
• Provide scheduling and note-taking support to Senior Management Team meetings when requested
• Assist in organizing speakers, logistics, technical support, and agenda for all Weekly calls
• Occasionally manage calendars and high-level meetings for other Senior Management Team

• Attention to detail and ability to handle multiple, competing deadlines and priorities in a dynamic environment.
• Excellent interpersonal communication skills and ability to work in a multi-cultural environment.
• Ability to thrive in a dynamic environment, within and across departments/functions and develop positive relationships with local and remote staff.
• Ability to work in high stress environment with multiple and competing demands.
• Ability to work independently as needed.
• Ability to exercise good judgment and maintain confidential information.
• Customer service orientation with desire to find creative and timely solutions for field teams.
• Strong comfort level in standard PC office software such as Word, Outlook, Excel, PowerPoint preferred.
• Excellent oral and written communications skills English required.
• Multi-lingual skills advantageous – with priority placed or French, Spanish, and Arabic.

• Strong interest in humanitarian aid and a desire to gain hands-on experience and exposure to the field.
• Familiarity with basic budgeting and accounting helpful.