Delivery Officer, Program & Award Support

BACKGROUND

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, and in Europe the IRC also helps refugees resettle 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.

IRC UK

IRC UK was 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 over 100 staff.

Awards Management Unit (AMU)

Established in January 2016, the Awards Management Unit (AMU) is a global unit spanning New York, Washington DC, London, Bonn, Berlin, Brussels, Stockholm, Geneva, Nairobi, Dakar and Amman. The Awards Management Unit is responsible for building, maintaining, and strengthening relationships with public and institutional donors and position IRC as a partner of choice for delivering programs for our clients. This means working to expand IRC’s portfolio and diversify our relationships, as well as supporting the successful and compliant management and implementation of awards. The multi-disciplinary unit is made of up of multiple departments working in collaboration, including Strategic Partnerships, Business Development, Compliance & Policy, Program & Awards Support, and Training.

The Purpose of the Role

Based within the Awards Management Unit, this role sits within the largest team in the department, the Program & Award Support team (PAS) which provides internal solutions-oriented technical expertise in award management across the award life cycle, leads coordination between internal organisational units and offers support to IRC’s Country teams to maximize impact for IRC’s clients. The department comprises of seven teams.

This is an internal headquarters role designed to support the department leadership and staff, who in turn support IRC’s Country Programs – and our Country Programs support IRC’s clients. This role does not work on awards/grants or directly with Country Programs.

The role supports the Strategic Delivery Manager and departmental leadership to successfully deliver on the goals of the team and maintain alignment with the priorities of the wider unit. As a key support to department leadership, the Delivery Officer is responsible for co-ordinating and maintaining the yearly workplan, monitoring actions and progress against agreed timelines, and leading on communication. This role will also provide cross-departmental stakeholder engagement, coordination of team events and meetings including facilitation of workshop sessions. For smaller initiatives the role will also provide project management support with opportunities provided to take on greater responsibility over time through shadowing and building skills and capabilities in a range of areas. Additionally, this role will provide departmental support including, logistics and finances and maintaining solid knowledge management, in particular, to the Vice President AMU in their dual role as Head of Programme and Award Support.

Key Working Relationships

• Reports to: Strategic Delivery Manager, Program & Award Support
• Works closely with: Vice President AMU, Program & Award Support Leaders and department teams
• Other key stakeholders: AMU Planning & Strategic Operations team, other AMU departments

KEY ACCOUNTABILITIES AND RESPONSIBILITIES

Coordination and Delivery (65%)

• Support the delivery of identified PAS initiatives and projects as per the yearly workplan
• Coordinate and maintain the yearly workplan
• Monitor actions and progress against agreed timelines
• Drive forward key activities and tasks related to the yearly workplan
• Track and document key internal and external meetings, ensuring that key action points are communicated and follow up occurs
• Provide project management support to smaller initiatives as agreed (such as developing and implementing the PAS onboarding journey and leading on the improvement of PAS knowledge management)
• Support the implementation of the PAS delivery mechanism
• Support the implementation of the AMU Culture Charter within PAS
• Provide support to PAS events, including leading on content development for workshop sessions, facilitating sessions and arranging team activities and socials
• Support on all change management activities, actively promoting the adoption of new processes or ways of working
• Collate any lessons learned on an ongoing basis
• Support and coordinate PAS yearly business planning processes

Communications (15%)

• Lead on co-ordination of PAS Leaders meetings (scheduling, agenda setting, minutes etc)
• Lead on overall PAS internal communications, including PAS Leaders weekly updates and PAS dept comms
• Support in driving awareness of PAS service offering

Department Support (20%)

• Lead on all team event and meeting logistics and arrangements including occasional travel booking support
• Co-ordinate and support all IRC UK signatory requests
• Lead on co-ordination with UK Finance and London Workspace teams
• Provide additional support to the Head of PAS as may be reasonable required within the scope of the role
• Maintain quality standard of project documentation and become champion of quality knowledge management
• Act as a single point of contact/ liaison for all matters related to PAS logistics, team operations and team finance

PERSON SPECIFICATION

Skills Knowledge and Qualifications

• Ability to build and maintain strong rapport with all stakeholders at all levels with diverse personalities and working styles
• Ability to assess situations accurately and recommend/implement effective courses of action required
• Excellent communication and engagement skills to bring colleagues with you, even against challenging deadlines and priorities
• Confident with technology and strong working knowledge of online collaboration tools
• Ability to collate, analyse and extrapolate information from multiple sources and effectively synthesis and visualise content for stakeholders to easily digest
• A flexible work attitude and a calm manner able to function effectively under pressure
• Ability to work in an integrated manner with team leads
• Strong ability to work well with others in a remote team environment

Experience

• Proven experience of supporting senior management
• Experience of supporting the delivery of a key project, programme or portfolio of work involving multiple stakeholders
• Experience of managing internal communications
• Strong attention to detail and solid organisational skills

Desirable

• Project management qualifications

• Knowledge of business planning

• Experience of the third sector/ INGO BACKGROUND

  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, and in Europe the IRC also helps refugees resettle 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.

  IRC UK

  IRC UK was 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 over 100 staff.

  Awards Management Unit (AMU)

  Established in January 2016, the Awards Management Unit (AMU) is a global unit spanning New York, Washington DC, London, Bonn, Berlin, Brussels, Stockholm, Geneva, Nairobi, Dakar and Amman. The Awards Management Unit is responsible for building, maintaining, and strengthening relationships with public and institutional donors and position IRC as a partner of choice for delivering programs for our clients. This means working to expand IRC’s portfolio and diversify our relationships, as well as supporting the successful and compliant management and implementation of awards. The multi-disciplinary unit is made of up of multiple departments working in collaboration, including Strategic Partnerships, Business Development, Compliance & Policy, Program & Awards Support, and Training.

  The Purpose of the Role

  Based within the Awards Management Unit, this role sits within the largest team in the department, the Program & Award Support team (PAS) which provides internal solutions-oriented technical expertise in award management across the award life cycle, leads coordination between internal organisational units and offers support to IRC’s Country teams to maximize impact for IRC’s clients. The department comprises of seven teams.

  This is an internal headquarters role designed to support the department leadership and staff, who in turn support IRC’s Country Programs – and our Country Programs support IRC’s clients. This role does not work on awards/grants or directly with Country Programs.

  The role supports the Strategic Delivery Manager and departmental leadership to successfully deliver on the goals of the team and maintain alignment with the priorities of the wider unit. As a key support to department leadership, the Delivery Officer is responsible for co-ordinating and maintaining the yearly workplan, monitoring actions and progress against agreed timelines, and leading on communication. This role will also provide cross-departmental stakeholder engagement, coordination of team events and meetings including facilitation of workshop sessions. For smaller initiatives the role will also provide project management support with opportunities provided to take on greater responsibility over time through shadowing and building skills and capabilities in a range of areas. Additionally, this role will provide departmental support including, logistics and finances and maintaining solid knowledge management, in particular, to the Vice President AMU in their dual role as Head of Programme and Award Support.

  Key Working Relationships

  · Reports to: Strategic Delivery Manager, Program & Award Support

  · Works closely with: Vice President AMU, Program & Award Support Leaders and department teams

  · Other key stakeholders: AMU Planning & Strategic Operations team, other AMU departments

  KEY ACCOUNTABILITIES AND RESPONSIBILITIES

  Coordination and Delivery (65%)

  · Support the delivery of identified PAS initiatives and projects as per the yearly workplan

  · Coordinate and maintain the yearly workplan

  · Monitor actions and progress against agreed timelines

  · Drive forward key activities and tasks related to the yearly workplan

  · Track and document key internal and external meetings, ensuring that key action points are communicated and follow up occurs

  · Provide project management support to smaller initiatives as agreed (such as developing and implementing the PAS onboarding journey and leading on the improvement of PAS knowledge management)

  · Support the implementation of the PAS delivery mechanism

  · Support the implementation of the AMU Culture Charter within PAS

  · Provide support to PAS events, including leading on content development for workshop sessions, facilitating sessions and arranging team activities and socials

  · Support on all change management activities, actively promoting the adoption of new processes or ways of working

  · Collate any lessons learned on an ongoing basis

  · Support and coordinate PAS yearly business planning processes

  Communications (15%)

  · Lead on co-ordination of PAS Leaders meetings (scheduling, agenda setting, minutes etc)

  · Lead on overall PAS internal communications, including PAS Leaders weekly updates and PAS dept comms

  · Support in driving awareness of PAS service offering

  Department Support (20%)

  · Lead on all team event and meeting logistics and arrangements including occasional travel booking support

  · Co-ordinate and support all IRC UK signatory requests

  · Lead on co-ordination with UK Finance and London Workspace teams

  · Provide additional support to the Head of PAS as may be reasonable required within the scope of the role

  · Maintain quality standard of project documentation and become champion of quality knowledge management

  · Act as a single point of contact/ liaison for all matters related to PAS logistics, team operations and team finance

  PERSON SPECIFICATION

  Skills Knowledge and Qualifications

  · Ability to build and maintain strong rapport with all stakeholders at all levels with diverse personalities and working styles

  · Ability to assess situations accurately and recommend/implement effective courses of action required

  · Excellent communication and engagement skills to bring colleagues with you, even against challenging deadlines and priorities

  · Confident with technology and strong working knowledge of online collaboration tools

  · Ability to collate, analyse and extrapolate information from multiple sources and effectively synthesis and visualise content for stakeholders to easily digest

  · A flexible work attitude and a calm manner able to function effectively under pressure

  · Ability to work in an integrated manner with team leads

  · Strong ability to work well with others in a remote team environment

  Experience

  · Proven experience of supporting senior management

  · Experience of supporting the delivery of a key project, programme or portfolio of work involving multiple stakeholders

  · Experience of managing internal communications

  · Strong attention to detail and solid organisational skills

  Desirable

  · Project management qualifications

  · Knowledge of business planning

  · Experience of the third sector/ INGO