Team Assistant

BACKGROUND

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 42 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, the IRC also helps refugees resettle in the US 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

Our European headquarters, IRC-UK, were 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 policymakers 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 of over 150 staff across five departments.

The IRC also has offices in Berlin, Bonn, Brussels, and Geneva.

Job Overview/Summary:

To provide a high standard of assistance to the UK Operations and Procurement team to ensure 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 Head of Department. The right candidate can make judgements on what’s 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

• Head of Facilities and Procurement
• Operations and Supply Chain Assistant
• Senior Director Operations and Finance

Main Tasks and Responsibilities:

Team Assistant – Operations and Procurement

• Managing the diaries of Head of facilities and Procurement, Senior Director Operations and Finance and other key staff, arranging their schedule as needed.
• Creating, collating, updating and reviewing documents for internal and external communications: organisational charts, emails, presentations and reports etc. as required.
• Handling internal and external enquiries in a professional manner, dealing with these to conclusion where possible or referring them to the appropriate person if needed.
• Provide cover for the Reception Administrator as required and annual leave
• Coordinating credit card reconciliations, team expenses, procurement, and invoices.
• Taking minutes/actions in required meetings and ensuring follow-up of action items to completion.
• Coordinating meetings, events and workshops including sourcing and booking facilitators, venues, arranging stationary, IT facilities, refreshments and catering as needed.
• Develop collaborative relationships with internal stakeholders
• Providing administrative assistance to the Head of Facilities and Procurement, Operations and Supply Chain Assistant and Senior Director Operations and Finance as required,
• Involvement in Operations and Supply Chain projects and any other administration, planning and organisation related activities as required.
• Act as Intranet Administrator for the Workspace team, uploading documents when requested by colleagues and ensuring the intranet site is up to date with relevant content
• Answering, screening, and forwarding phone calls.
• Meeting and greeting visitors (internal and external)

PERSON SPECIFICATION Essential

Skills, Knowledge and Qualifications:

• Strong emphasis on accuracy and detail
• Proactive and resourceful with the willingness to go the extra mile
• Strong written communication skills
• Strong interpersonal skills, along with proven ability to develop good working relationships with external suppliers and internal departments
• Ability to handle multiple needs simultaneously to meet goals and deadlines
• Proficient in Microsoft Office programs, such as Excel and office 365
• Good time management and organizational skills with the ability to plan and prioritise activities to meet deadlines
• Collaborative and contributes to a positive team environment
• Be a great teammate
• Good numerical skills.
• Commitment to IRC’s values

Experience and Desirables:

• Proven experience of working within an office environment and front of house
• Demonstrable administrative experience in an office environment
• Experience providing a high standard of customer service