Budget & Operations Manager

Background:

The International Rescue Committee (IRC) helps people affected by humanitarian crises—including the climate crisis—to survive, recover and rebuild their lives. Founded at the call of Albert Einstein in 1933, the IRC is now at work in over 40 crisis-affected countries as well as communities throughout Europe and the Americas. We deliver lasting impact by providing health care, helping children learn, and empowering individuals and communities to become self-reliant, always seeking to address the inequalities facing women and girls.

In Technical Excellence (TE) at the IRC, we define and measure our success as positive changes in people’s lives in relation to five outcome areas: health, education, economic well-being, safety and power, while helping to narrow the gender gap. To achieve these outcomes – to drive our impact – our programs must be based on the best available evidence and aligned with our theories of change; adapted to context; responsive to client needs and preferences; and continuously improved by generating evidence, measuring what we do, and acting on what we learn.

Established in April 2021, the Grant Operations & Analytics Team (GOAT) brought together grants, business development, finance, and analytics functions and staff from each Technical Excellence Unit into one centralized team to increase efficiency, effectiveness and quality control across TE grants and business operations. The primary purpose of this new team is to harmonize capacity and capabilities and drive efficiencies by establishing consistent, high-quality standards and best practices to the service of improved budgeting, grants & contracts management, business development, and data collection and analytics. GOAT strives to build a diverse and inclusive team at all levels who as individuals, and as a group, create a working environment characterized by critical reflection, power sharing, debate, and objectivity for us to achieve our aspirations as a team and deliver the best possible service to our clients.

Job Overview:

The Budget & Operations Manager is responsible for providing finance and administrative support to the Grant Operations and Analytics Team (GOAT) within the Technical Excellence (TE) department, working under the supervision of the Senior Coordinator, Finance & Operations. Responsibilities include day-to-day financial management and bookkeeping, grant revenue tracking, time-and-effort reporting (timesheet) of all TE staff, and payment processing.

The Budget & Operations Manager will also provide operational support to GOAT, and work closely with other HQ units and departments, including but not limited to other TE units, Finance/Accounts Payable, Grants staff, and collaborating closely with IRC offices in the US and around the world.

Major Responsibilities:

Timesheet Management, & Grant Revenue Tracking (75%)

• Lead submission of all TE staff timesheets via the online Time & Effort Tracking & Reporting Application (TETRA), ensuring that timesheets are submitted by the payroll deadlines monthly.
• Track staff salary allocations from multiple funding sources, such as grants (TU2% funds), endowment funds, unrestricted budgets, etc.
• Run reports on the IRC online grants management system from OTIS (Opportunity Tracking Information System) to ensure that all salary revenue from grants are tracked on a quarterly basis.
• Track expenses and maintain a BvA on all TE funding streams by reviewing the general ledger in both the SunSystems Accounting Software (SUN) and Integra (IRC’s financial management system), liaising with Country Program office finance and grant staff, and reviewing budgets on OTIS.
• Coordinate with contracts management staff to ensure that invoiced billable time correlates with timesheets in the TETRA system.
• Coordinate with CRRD, finance, IT, and HR to troubleshoot and improve on timekeeping systems and software.
• Train new TE staff on how to use IRC’s time and effort system, and serve as TETRA system focal point for all TE staff.

Finance Management & Budget Support (15%)

• Assist in leading overall budget and tracking expenditures of revenue from various restricted contributions, endowment funds, grants, etc., reviewing any questionable charges with scrutiny.
• Prepare journal entry forms for finance recodes/reclassifications (JV) as needed.
• Support GOAT staff in reviewing and submitting for approval travel expense reports, purchase requisitions/orders, contract payments and other finance transactions via Integra, coordinating with Accounts Payable (AP) as needed.
• Serve as the Integra SuperUserand focal point for GOAT, collaborating with the Integra team to troubleshoot issues; train new staff on the Integra system and provide updates to the team
• Assist in reviewing and drafting budgets for grant proposals as needed.
• Other Finance & Budget duties as assigned

Operations & Knowledge Management (10%)

• Oversee and conduct onboarding of new GOAT staff by ensuring all necessary hiring forms are submitted, equipment is ordered and set up and orientation meetings are scheduled. Provide close assistance to new staff during initial period of employment.

• Assist with vacation and sick leave time-off tracking for all GOAT staff.

• Lead the maintenance of the GOAT intranet site (RescueNet), including updating the organogram with staffing changes in a timely manner and posting new documents as requested

• Respond to day-to-day interdepartmental, Country Program and external requests for information.

• Review and continuously maintain GOAT’s internal resources and documents.

• Review, facilitate and/or disseminate appropriate resources to Country Programs.

• Work with Crisis Response, Recovery & Development (CRRD) finance and operations staff, TE administrative staff, and GOAT staff to streamline and harmonize IRC processes

Job Requirements:

Work Experience:

• Minimum 2 years related non-profit administration and/or budgeting experience required.

Demonstrated Skills and Competencies:

• Highly proficient in Microsoft Office suite: intermediate proficiency in Excel
• Experience in reviewing general ledger transactions and basic bookkeeping/accounting
• Solid interpersonal and administrative skills, with a proven track record to prioritize projects with an extremely keen attention to detail.
• The ability to work independently and efficiently in a fast-paced environment – pro-activity and initiative to problem solve within the job parameters is essential.
• Dedication to diversity, equity and inclusion and a strong passion for our mission

Working Environment:**

• Standard office working environment. New York City-based preferred; open to remote work as requested.

The Grant Operations & Analytics Team strives to build a diverse and inclusive team at all levels who as individuals, and as a group, create a working environment characterized by critical reflection, power sharing, debate, and objectivity for us to achieve our aspirations as a team and deliver the best possible services to our clients.

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 $120 per month, dental starting at $7 per month, and vision starting at $5 per month, FSA for healthcare and commuter costs, a 403b retirement savings plans with immediately vested matching, 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.