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 UK is part of the IRC global network, which has its headquarters in New York and London. 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.
Our European headquarters, IRC-UK, were established in London in 1997 to support the organisation’s global activities and particularly to diversify its donor base and be able to better advocate with European policy-makers on behalf of the people we serve. Since its establishment IRC-UK has grown rapidly and is now acknowledged for its high quality project management, technical expertise in governance and rights and economic recovery, and innovative thinking on early recovery and gender based violence. IRC-UK comprises approximately 130 staff.
In Europe, the IRC also has offices in Berlin, Bonn, Brussels, Geneva and Stockholm.
To ensure that we are effectively carrying out our mission, we have committed to implement outcome-driven and evidence-based programs, measure what we achieve, act on what we learn, and generate new and relevant evidence. We need to produce high-quality data that can inform decision-making while also meeting donor requirements. The Measurement Unit is responsible for global guidance, resources and coordination to ensure that staff across all our programs are equipped with the skills and tools they need to generate and manage the right data for programmatic decision-making across the IRC.
THE PURPOSE OF THE ROLE
The Administrative Assistant’s primary responsibility is to provide high quality, core administrative support to the Measurement Unit. The position will serve as the central focal point for Measurement Unit administration and communications – including procurement, onboarding, meeting coordination and other administrative support as needed.
The ideal candidate will be a proactive and results-oriented individual who has excellent administrative skills with the ability to plan and prioritize work for self and others.
The Administrative Assistant collaborates and partners with a variety of colleagues in the Measurement Unit and across the IRC.
SCOPE AND AUTHORITY
In this role you have authority to make routine decisions about day to day team matters but most decisions would be deferred to the line manager or another team member.
Key Working Relationships
- Reports to the Portfolio and Knowledge Management Lead.
- Coordination with Measurement Unit colleagues and other key stakeholders including translators.
- Coordination with IRC Global and Local Supply Chain Teams, Finance Team.
Flexible by arrangement with line manager. Available 18.75 hours a week.
Procurement processes (60%)
- Procure supplies and handle contractual agreements, as needed. This includes:
- Serving as the focal point for procurement requests; collaborating closely with Finance and Global Supply Chain colleagues as needed.
- Initiating, tracking, and following-up on procurement requests to ensure timely receipt and vendor payment.
- Acting as an Integra (IRC’s Enterprise Resource Planning software) SuperUser.
- Setting up new employees, ordering relevant IT equipment and supplies; liaising with country program and HQ supply chain colleagues.
Administrative, Communications, and Coordination Tasks (40%)
- Provide centralized support and handle team administrative responsibilities including updating and creating email distribution lists, managing Box access and Microsoft Teams membership.
- Support the planning of meetings, including agendas, compiling and sending relevant pre-reads, taking minutes, and ensure follow-up of action item.
- Responsible for the coordination of Measurement Unit translation work - this includes sending the texts to the translators, processing translation related payments and ensuring high-standard version control is maintained throughout the process.
- Update and maintain Measurement Unit introduction presentations and other materials, and support with the formatting of Measurement Unit resources, such as M&E guidance, tools & templates.
- Support communications and organizational learning through reviewing and updating communications materials and RescueNet, presentation support, and liaising with contributors to resources from other IRC departments.
- Provide general administrative support to Measurement Unit projects.
Skills, Knowledge and Qualifications:
- Excellent administrative skills with the ability to plan and prioritize work for self and others.
- Strong attention to detail.
- Highly computer literate and proficient in the use of Microsoft Word, Excel, PowerPoint and Outlook.
- Excellent written English and verbal communication skills.
- A collaborative and confident team player with strong interpersonal and communication skills: ability to successfully and effectively liaise with people within and across departments in a multi-cultural environment.
- Minimum: At least two years of professional administration experience preferably with teams based in multiple locations and time zones.
- Previous experience with complex procurement systems.
- Previous experience of planning and coordinating meetings and events, including drafting agendas, note-taking and sending follow-ups.
The deadline for applications is midnight between Monday 19th April / Tuesday 20th April.
Interviews will take place week commencing 26th April 2021
Candidates must have the right to work in the UK / country for which they are applying.
IRC UK is committed to equality of opportunity and non-discrimination for all applicants and employees. IRC UK seeks to ensure we achieve diversity in our workforce regardless of gender, race, religious belief, nationality, ethnic/national origin, sexual orientation, age, marital status or disability. IRC-UK welcomes applications from all candidates, including underrepresented groups and refugees who have the right to work in the UK.
IRC UK will ensure that individuals with disabilities are provided reasonable adjustments to participate in the job application and/or interview process, and for essential job functions if appointed to a role. Please contact us if you may need such adjustments.