Requisition ID: req28897

Job Title: Program Associate

Sector: Program Administration

Employment Category: Fixed Term

Employment Type: Full-Time

Open to Expatriates: No

Location: New York, NY HQ USA

Job Description

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

• 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 EHAU 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 EHAU 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

• Process HR, IT, and Finance paperwork related to on-boarding of new EHAU staff
• Schedule orientation sessions for new Emergency Unit and External Emergency Roster 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

• Field general queries from deployed teams, aiming for rapid problem resolution and escalating issues as appropriate
• Act as liaison between deployed field staff and HQ financial, administrative and operations departments

• Complete trainings (consisting of both mandatory and elective courses) either online or in person
• Mentorship and coaching by a designated Mentor
• Short term deployments to support emergency response activities overseas or remotely, either to launch new responses or support existing ones.
• Complete work on special project(s) of interest with a team in the EHAU
• Participate in regular performance evaluations, and receive/provide feedback on status/progress towards personal career advancement.

• 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
• 1-2 years of work experience preferred

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.

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.

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, Equality 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.