Administrative Manager

4 weeks ago

New York, United States International Rescue Committee Full time
The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

The Administrative Manager provides comprehensive administrative support to the team of RAI Vice Presidents and will work in person from IRC's headquarters in New York City. The Administrative Manager reports directly to the VP of Research, Analysis, and Learning with management in partnership with the VP team.

Key Responsibilities:

Finance & Procurement

  • Manage purchase-card and project expenses using IRC's Integra system (Microsoft Dynamics 365) to track and reconcile monthly procurement and travel card activities.
  • Manage procurement and purchase order requests, develop vouchers, and handle invoices.
  • In collaboration with Finance, oversee the overall monthly process of the time and effort (T&E) reports, including collecting and creating revisions for T&E as needed.
  • Support with monthly salary allocation reports.
  • Manage non-personnel spending across multiple budgets.
  • Update and maintain standard operating procedures to ensure compliance with organizational guidelines.

Operations & Logistics

  • Coordinate meeting and event logistics, ensuring all details are well-managed and executed, including travel arrangements and expense reimbursements.
  • Manage office supplies, maintain equipment inventory, and secure non-profit pricing for software and services to ensure staff have the necessary resources for day-to-day operation.
  • Prepare consultant and vendor agreements, collaborating with Global Supply Chain and Human Resources.
  • Supports onboarding and offboarding of RAI HQ Volunteers & Interns.

Knowledge Management

  • Manage electronic project files and organize documentation in cloud platforms like Box and IRC's intranet.
  • Ensure document organization and accessibility for streamlined information retrieval and collaboration.
  • Upload e-learning modules and maintain department email lists and organizational charts.

Communication and Outreach Support

  • Maintain strong relationships with contractors and vendors to ensure timely deliverables and smooth communication.
  • Respond promptly to inquiries in team inboxes.
  • Contribute to the creation of newsletters, webinar announcements, and listserv maintenance.
  • Support RescueNet and website maintenance, ensuring high-quality content.
  • Support the development of surveys for needs assessment and evaluation.

Meeting and Training Support

  • Plan, schedule, and facilitate staff meetings and conference calls, managing logistics and follow-up.
  • Collect and copyedit updates for Senior Leader Group weekly update.
  • Train new staff on IRC platforms and procedures, including Egencia and travel reimbursements.
  • Provide administrative support for IRC's internal learning programs, including ED-U.

Other Administrative Duties

  • Liaise with administrative staff from other HQ departments on IT, office services, global supply chain, HR, etc.
  • Provide support in the absence of the department manager, ensuring continuity of operations and maintaining high standards of performance and team coordination
  • Perform additional administrative duties as assigned, demonstrating flexibility and adaptability.

Requirements:

  • Bachelor's degree preferred or relevant experience.
  • 2-4 years of progressive work experience.
  • Excellent written and oral communication skills.
  • Strong organizational and time management skills.
  • Problem-solving and critical thinking abilities.
  • Proficiency in Windows, Microsoft Suite, Google Docs, Teams, and Zoom.
  • Familiarity with IRC's Integra system (Microsoft Dynamics 365) and finance a plus.
  • Familiarity with intranet platforms a plus.

Compensation: Posted pay ranges apply to US-based candidates. Ranges are based on various factors including the labor market, job type, internal equity, and budget. Exact offers are calibrated by work location, individual candidate experience and skills relative to the defined job requirements.

Equal Opportunity Employer: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

US Benefits: The IRC offers a comprehensive and highly competitive set of benefits. All US employees are eligible for sick time, a 403b retirement savings plans: up to 4.5% immediately vested matching contribution, plus an 3-7% additional IRC contribution, and an Employee Assistance Program which is available to our staff and their families to support in times of crisis and mental health struggles.

In addition, full-time employees are eligible for 10 US paid holidays, 20-25 paid time off days, disability & life insurance, medical, dental, and vision insurance (employee contribution starting at $135, $7, and $5 per month respectively) and FSA for healthcare, childcare, and commuter costs. Part-time employees are eligible for a proportionate amount of paid time off. These additional benefits apply to employees who work at least 6 months within a 12 month time period.

Standard of Professional Conduct:The IRC and the IRC workers must adhere to the values and principles outlined in the IRC Way - our Code of Conduct. These are Integrity, Service, Accountability, and Equality.
Commitment to Gender, Equality, Diversity, and Inclusion: The IRC is committed to creating a diverse, inclusive, respectful, and safe work environment where all persons are treated fairly, with dignity and respect. The IRC expressly prohibits and will not tolerate discrimination, harassment, retaliation, or bullying of the IRC persons in any work setting. We aim to increase the representation of women, people that are from country and communities we serve, and people who identify as races and ethnicities that are under-represented in global power structures.

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