Job: Program Assistant, Great Lakes & ENA Regions

Organization: International Rescue Committee
Country: United States of America
Closing date: 22 Dec 2017

Job Title: Program Assistant, Great Lakes & ENA Regions

Sector: Program Administration

Employment Category: Regular

Location: USA-New York, NY - HQ

Job Description

Background/IRC Summary: The International Rescue Committee (IRC) 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 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

IRC's International Programs focus on various relief, rehabilitation, and development programs for refugees, internally displaced persons and those affected by conflict in different regions worldwide. Each region is managed by a regional team that oversees the region's country programs, headed by a Regional Director (RD) and a Deputy RD for Programs (DRDP) and supported by a Regional Grants Director (RGD) and Program Officer (RPO). These programs focus on different sectors, including health; safety; education; economic well-being; and power.

Job Overview/Summary: The Great Lakes/Europe and North Africa (ENA) Program Assistant will be responsible for providing a range of assistance services in support of the programs in the designated regions, working closely with and jointly reporting to the Regional Program Officers. It is expected that the work responsibilities will be shared evenly, with an estimated 50% of time spent on Great Lakes support and 50% of time spent on ENA support. The PA will coordinate and share workload information and deadlines with Regional Program Officers to ensure appropriate coverage. The position also involves working in close collaboration with colleagues based in the field and in other HQ units and departments in New York, including but not limited to Technical Units, Development, Human Resources and Finance staff, and some liaising with London and Washington offices, as needed.

Major Responsibilities:

Grants Management

§ Liaise with country programs and the Finance Department to process source code requests from the field and relay proper documentation back to the country programs;

§ Assist in obtaining Delegations of Authority, Powers of Attorney, and other documents as needed to facilitate field office operations;

§ Procure signatures on grant agreements, amendments, and other required documents;

§ Assist in reviewing, providing substantive feedback, and submitting grant reports when needed;

§ Ensure proper and centralized project as well as grant management filing systems at HQ, both electronic and hard files;

§ Assist in providing coverage support when Program Officer is absent.

Internal and External Communications

§ Assist the Program Officer in drafting, revising and updating summary information on the region's country programs, and help draft summaries as requested;

§ Assist in maintaining up-to-date information for the region on the IRC's intranet site.


§ Perform office administrative tasks, such as processing payment requests and vouchers, photocopying, scanning, mailing, and filing;

§ Assist with the organization of regional conferences and regional meetings;

§ Assist in organizing logistics and meetings for field staff visiting HQ;

§ Manage country call calendar and provide call support/notes for both regions

§ Provide administrative support to consultants in the field and process payments;

§ Work with IPD's Department Manager and field offices to ensure the region's entries in the International Address Book are kept up to date.


§ Research and be informed about programmatic issues, security and political developments in the Great Lakes Region;

§ Participate in special projects as needed.

Key Working Relationships:

Position Reports to:(DUAL) Regional Program Officer, Great Lakes; Regional Program Officer, Europe & North Africa

Position directly supervises:N/A

Indirect Reporting:N/A

Other Internal and/or external contacts:

Internal: Finance Department; General Counsel's Office; Awards Management Unit; Regional Staff (Great Lakes, based in Nairobi); Regional Admin Officer (ENA, based in Belgrade)

External: Various depending on information requests (e.g. donors)

Job Requirements:

Education: Bachelor's degree in related field (Education, Int'l Affairs, Social Work, etc.) or equivalent

Work Experience: Minimum 1-2 years related non-profit and/or administrative work experience. Some field experience a plus, regional experience (in either location) in particular.

Demonstrated Skills and Competencies:
  • Proven writing and editing skills; the ability to draft memos, letters, and edit reports and proposals;
  • Solid organizational and administrative skills, with a proven ability to prioritize projects with attention to detail;
  • Excellent computer skills: MS Word, Excel, PowerPoint, and database software;
  • Ability to work independently and productively in a fast-paced environment - proactivity and initiative to problem-solve within the job parameters is essential.
Language Skills: Strong French proficiency is preferred

Certificates or Licenses: N/A

Working Environment: Standard work environment.

*Great Lakes Region: Burundi, Democratic Republic of the Congo, Tanzania (Regional hub is in Nairobi)

**Europe & North Africa Region: Germany, Greece, Libya, the Balkans (Regional hub is in Belgrade, Serbia)

How to apply:

Please follow this link to apply: