DEPARTMENT MANAGER - GEDI

Department Manager - GEDI

IRC - The International Rescue Committee

Job Description

Job Overview :

The Department Managers primary responsibility is to provide high quality, core administrative support to the Chief GEDI Officer in continuing to build an effective and performance-focused team.

The position is responsible for managing a range of administrative and logistical support services including budgeting and tracking departmental expenses, data reporting and analytics, scheduling, managing administrative processes, facilitating communication, and coordinating travel arrangements.

S / he will also develop, direct and execute special projects as commissioned by the Chief GEDI officer these may be cross-functional or specific.

A critical part of the role is operating as the pro-active, visible leader to ensure the smooth operation of the GEDU Unit.

Major Responsibilities

Budget and Contract Management

Work closely with the Senior Associate to review departmental monthly budgets and develop annual budget submission.

Coordinate and administer the operating budget for GEDI Unit including forecasting and tracking expenses.

Analyze the monthly budget vs. actual reports for the department in a timely manner and work with the finance department to resolve problems.

Synthesize all GEDI Unit budget management issues and communicate for follow-up.

Review and submit travel expense reports, purchase orders, contract payments and other finance transactions for approval via Integra, IRCs procurement and expense management software;

and ensure accurate coding.

Ensure hyper support for the GEDI Unit including being visible and approachable for staff and eagerly responding to requests for support;

Administrative and Logistical Management

Manage the daily workflow of the Chief GEDI Officer, including scheduling, coordinating travel and managing appointments.

Organize and execute regular Unit meetings and manage the Units calendar

Track and document key internal and external meetings and proactively ensure that key action points are communicated and follow up occurs.

Communicate progress, constraints, needs identified, and any other matters to the chief GEDI officer

Manage the GEDI Unit e-mail inbox and respond to interdepartmental, staff and external requests for information and oversee maintenance of distribution list

Develop and maintain the collective GEDI unit filing system to support effective knowledge management.

Support GEDI Units events, including conferences, advocacy events, and annual Unit retreats.

In collaboration with the Senior associate, support production of periodic reports and communication as needed.

Provide general administrative support needed to the GEDI Unit team.

Human Resources Management

Maintain and archive the GEDI Units HR records.

Support the preparation and submission of all HR paperwork for new staff, or staff who are leaving or transitioning to another role.

Support the onboarding of new staff by ensuring necessary materials are available, training new staff on IRC systems and processes and scheduling the orientation meetings as needed.

Maintain a consistent inventory of team assets, org chart and staff roster, etc.

Supervision of internship and or admin positions to provide administrative and communications support.

Communication and Technical Support

Collaborate with the Senior Associate to ensure GEDI Unit initiatives and projects are successfully communicated and that messages are consistent across all mediums.

Develop original and innovative content for the GEDI Digest, internal channels, such as Microsoft Team, RescueNet pages, Newsletter and blogs.

Independently plan, communicate, and execute specific projects and initiatives from inception to completion.

Support the creation and delivery of trainings on core concepts as needed.

Provide technical backstopping and support to GEDI team members to enhance the provision of timely and quality support.

Support GEDI Unit staff in the development of proposals for new development opportunities, including reviewing and contributing to concept notes, proposals and creating budgets

Job Requirements

Education and Work Experience :

Bachelors degree in a related field (Business Administration, Education, Intl Affairs, Social Work, etc.) - or equivalent.

Minimum 3 years of full-time professional work experience, with at least 2 years of experience working in a comparable role.

Arabic, French and / or Spanish as a second language is a plus.

Experience working with Gender equality, Diversity and inclusion or with team leading on workplace culture change is a plus.

Demonstrated Skills and Competencies

Exceptional organizational and admin management skills, with a proven ability to manage and prioritize multiple streams of portfolios with attention to detail to identify and address multifaceted business needs.

Must have excellent discretion, judgment, tact, initiative, creativity, critical thinking, and self-motivation.

Ability to work independently and deliver on complex, sensitive initiatives in a face paced environment.

Excellent budget management skills, including experience tracking expenses and developing spending plans.

Excellent interpersonal skills, including the ability to communicate complex initiatives clearly and engagingly

Service-orientation and flexibility, commitment to help and support

Proven writing and editing skills : the ability to draft memos & letters and edit reports and proposals.

Highly versatile and flexible, with a high degree of comfort changing and refining priorities and results.

Creative problem-solving skills, with the proven ability to advocate and gain support from others for new ideas.

Excellent computer skills : MS Word, Excel, PowerPoint, outlook, and file sharing.

Excellent ability to adapt to, and work seamlessly with, different personalities and communication styles.

Ability to create a team atmosphere and sharing across a global context and to maintain positive working relationships at all organizational levels

Understanding of Gender equality, Diversity equality and inclusion mainstreaming practices for program and organizational change processes, with some proven experience a plus.

Demonstrated interest in the humanitarian sector and the IRCs mission

Language Skills : English (fluent); French, Spanish, or Arabic is a plus

Working Environment

Standard office environment

Travel up to 10% of the time

The IRC and IRC workers must adhere to the values and principles outlined in *IRC Way - Standards for Professional Conduct*.

These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

Qualifications

Added 4 hours ago - Updated 28 minutes ago - Source :