Department Manager/Coordinator – Mass Markets

Background/IRC Summary

The International Rescue Committee responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. 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. At work today in over 40 countries and in 22 US cities, the IRC restores safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

The External Relations (ER) department is comprised of four complementary functions: Private fundraising, Mobilisation & Marketing, Policy & Advocacy and Operations & Analytics. To enable IRC to deliver our Strategy100 commitments, the ER department has established a bold new approach that will enhance our ability to raise diverse and flexible funding aligned with IRC’s top priorities, while raising our profile and influence. The ER team is an international team, with colleagues in more than 10 offices globally.

IRC UK

IRC UK was established in 1997 to support the organisation’s global activities and particularly to diversify its donor base and be able to better advocate with policymakers on behalf of the people we serve. Since its establishment IRC UK has grown rapidly and now comprises approximately 180 staff.

In Europe, the IRC also has offices in Berlin, Bonn, Brussels, Geneva and Stockholm.

Job Overview

The Department Manager, Mass Markets is a critical member of the team and is responsible for providing high quality, process, operations, and administrative support to ensure the smooth running of the global team.

The role is varied in what it covers and will suit somebody good at prioritising effectively, multi-tasking, working autonomously and combining an eye for detail with interest in supporting the Project Manager. The right candidate can make judgements on what is strategically important, will have the ability to problem solve, be efficient, diplomatic and have the inter-personal skills to deal with senior staff, colleagues and networks internationally.

Key Working Relationships

Position Reports to: Project Manager

Position directly supervises: N/A

Other Internal and/or external contacts: Works closely with other departments across the organization, MM senior team and the External Relations support team

Major Responsibilities

• Lead the daily workflow of the VP – Mass Markets, including scheduling, handling appointments, and streamlining emails
• Coordinate international travel as needed, including travel briefs, flights, accommodation, visa application and ground transportation
• Collate and submit expense reports, purchase orders, contract payments and other finance transactions for approval. Support department-wide rollout of systems and processes related to expensing
• Assist in the preparation of meeting materials and reports (including for CEO and IRC Board of Directors), including research, data collection, preparation, and assembly of materials
• Schedule department/team meetings, record actions and ensure follow-up of action items to completion
• Act as central communications point to ensure a cohesive department culture by designing, developing and implementing effective communication strategies and communicating regularly with relevant staff
• Coordinate with other HQ departments to plan internal leadership meetings and organization-wide activities to promote a positive work culture and encourage interaction within and across teams
• Lead and manage all MM onboarding materials for new staff (includes onboarding experience, admin paperwork, maintaining docs, email distribution lists, internal newsletter, and more) and help support MM team with recruitment logistics
• Develop collaborative relationships with the Mass Market teams and Departments Managers of the External Relations Senior Leadership Team.
• Work with the Project Manager on team offsites; coordinate logistics – venue, attendees travel, meetings and prepare agendas, pre-reads, presentations and any additional materials required
• Act as budget coordinator during budget season. Coordinate closely with finance and business operations.
• Perform other job-related duties, as assigned.

Job Requirements

Education:

Bachelor’s degree or equivalent experience

Work Experience:

Minimum 3 years of full-time professional work experience, with at least 2 years of experience working as a Department Manager or Executive Assistant to senior leadership or in a comparable role

Demonstrated Skills & Proficiencies:

• Ability to organize, plan, schedule, determine/balance priorities and meet deadlines
• Excellent presentation and meeting arrangement skills – a good understanding of how to build high impact settings
• Experience working with budgets and accounting as well as handling travel arrangements
• Strong interpersonal and relationship-building skills, ability to maintain positive working relationships at all organizational levels
• Ability to communicate and collaborate with tact and diplomacy, both orally and in writing
• Strong computer proficiency in Google Suite, Microsoft Word, Excel, Power Point and Outlook. Adept at learning new technology platforms
• Ability to take initiative, function independently and navigate ambiguity
• Strong attention to detail, excellent discretion, judgment, tact, initiative, creativity, critical thinking, organizational skills, and self-motivation
• Demonstrated interest in the humanitarian sector and the IRC’s mission
• Service-orientation and flexibility, dedication to help and support in a fast-paced, constantly evolving environment

Preferred:

• Familiarity with fundraising
• Experience working across global markets and collaborators

Working Environment

• Must be able to work in the UK office 2x weekly (in line with IRC hybrid working policy)