Administrative Manager
3 days ago
The International Rescue Committee (IRC) is seeking an experienced Administrative Manager to provide comprehensive support to our team of RAI Vice Presidents. This is a unique opportunity to join a dynamic team and contribute to the organization's mission to restore health, safety, education, economic well-being, and power to people devastated by conflict and disaster.
Key Responsibilities:- 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.
- 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.
- 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.
- Support onboarding and offboarding of RAI HQ Volunteers & Interns.
- 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.
- 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.
- 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.
- 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.
Benefits:
- Competitive salary and benefits package.
- Opportunity to work with a dynamic team and contribute to the organization's mission.
- Professional development opportunities.
- Collaborative and inclusive work environment.
Equal Opportunity Employer:
The IRC is an equal opportunity employer and values 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.
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