Program Manager

The IRC Emergencies and Humanitarian Action Unit (EHAU) leads or oversees IRC’s global emergency preparedness, response and humanitarian activities. The mission of the EHAU is to help meet the immediate survival needs and reduce suffering in conflict or disaster affected populations during the acute phase of an emergency. The EHAU also works in protracted emergencies, where the risk to life may be reduced but the population is still subjected to rights abuses and a lack of basic services.

Scope of work

Provide management and logistical support to the deployment of IRC emergency staff and global surge team members to crisis environments. Provide administrative support the EHAU team.

Responsibilities

Deployment Management

• Maintain the Deployment Management System assuring information is complete and up to date.

• Ensure that measurable deployment terms of reference documents are received and approved prior to deployments being commissioned.

• Support travel bookings & provide visa guidance & support for deploying staff in coordination with Program Associates & Deployment Manager

• Serve as secondary primary point of contact for ERT and global surge team members on deployment.

• Report on deployment statistics, and provide regular status updates on staff whereabouts.

• Maintain complete deployment files.

• Maintain functional emergency roster system, working in collaboration with People and Operations Coordinator and Response Management Team as required to update and refine emergency roster policies and tools.

• Support on general tasks related to the creation of the Global Surge Team

Procurement and Payments

• 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.

Administrative/Travel

• Cover duties of the Deployment Manager and Program Associates as needed

• Support travel and lodging arrangements for EHAU staff.

• Visa application support including preparing visa letters for EHAU staff

• 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

• Support preparation for EHAU travel and procurement card processing

General Tasks

• 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

• Organize and maintain Box files and folders & Emergency Unit inbox

• Ad hoc tasks related to the rollout of the Global Surge Team, including but not limited to writing/editing staff guidelines, updating existing forms, etc.

Key working relationships

Position Reports to: People & Operations Coordinator

Position directly supervises: n/a

Works closely with: People and Operations Coordinator, Program Associates, Deployment Manager and EHAU Unit Manager, Program Manager

Indirect Reporting: n/a

Requirements

• University degree or diploma in human resources or administration management

• At least three years of experience comparable experience working within a human resources department; previous experience managing rosters or emergency team deployment systems an advantage.

• Attention to detail.

• Fluency in all standard PC office software such as Word, Outlook, Excel.

• Excellent interpersonal and oral and written communication skills; demonstrated ability to successfully work in a fast paced environment, within and across departments/functions and develop positive relationships with local and remote staff.

• Excellent oral and written communications skills (English) required; multi-lingual skills advantageous – with priority placed on French, Spanish and Arabic

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way – Standards for Professional Conduct. These are Integrity, Equality, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Staff and Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation