Departments and Projects Manager (Internal Only)

This position is currently only open to IRC staff 

BACKGROUND
Over the past 90 years, 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 IRC is on the ground in more than 40 countries, providing emergency relief, relocating refugees and rebuilding lives in the wake of disaster.

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
IRC UK is part of the IRC global network, which has its global headquarters in New York. Our team in the UK works to raise profile, deliver policy and practice change, and increase funding to help restore health, safety, education, economic wellbeing and power to people devastated by conflict and disaster. Since 2021, IRC UK has also provided integration services directly to refugees in England, a programme that is rapidly growing.

In Europe, the IRC also has offices in Berlin, Bonn, Brussels, Geneva and Stockholm.

EXTERNAL RELATIONS

The External Relations (ER) department is comprised of three main but complementary functional areas: private fundraising, communications, and advocacy. The main objective of the department is to enable this organization of more than 15,000 staff to have the resources needed to continue serving 18 million people worldwide in places affected by war and disaster, shape the humanitarian sector by influencing key policies and reforms, and build and grow the IRC’s reputation. 

The Purpose of the Role

The Departments and Projects Manager, Corporates & Mass Markets is a critical member of the team and is responsible for effective department andOperations management, and day-to-day operational oversight and execution of its critical processes. The ideal candidate is a self-starter who can lead effective planning, team coordination and implementation of projects as needed in a collaborative way. They will have experience in, and curiosity about, leading projects and operations and improving operations and business processes. Importantly, they will also have a constructive and imaginative approach to work, a willingness to take on tasks large and small, and the ability to engage professionally with staff from all backgrounds and levels. 

The role is responsible for providing high quality, process, operations, and administrative support to ensure the smooth running of the Corporate and Mass Markets global teams.  

The role is varied in what it covers and will suit somebody good at prioritizing effectively, multi-tasking, working autonomously and combining an eye for detail. There is a requirement to make judgements on what is strategically important, problem solve, be efficient, diplomatic and have the inter-personal skills to deal with senior staff, colleagues and networks internationally. 

KEY RESPONSIBLITIES

• Lead the daily workflow of the VP – Global Corporate Partnerships and Mass Markets, including scheduling, handling appointments, and streamlining emails  

• Coordinate international travel as needed, including travel briefs, flights, accommodation, visa application and ground transportation 

• Collate and submit expense reports, purchase orders, contract payments and other finance transactions for approval. Support department-wide rollout of systems and processes related to expensing 

• Assist in the preparation of meeting materials and reports, including research, data collection, preparation, and assembly of materials 

• Schedule department/team meetings, record actions and ensure follow-up of action items to completion 

• Act as central communications point to ensure a cohesive department culture by designing, developing and implementing effective communication strategies and communicating regularly with relevant staff 

• Coordinate with other HQ departments to plan internal leadership meetings and organization-wide activities to promote a positive work culture and encourage interaction within and across teams  

• Lead and manage all onboarding materials for new staff (includes onboarding experience, admin paperwork, maintaining docs, email distribution lists, internal newsletter, and more) and help support the Corporate and Mass Markets team with recruitment logistics 

• Develop collaborative relationships with the Corporate and Mass Market teams and Departments Managers of the External Relations Senior Leadership Team 

• Coordinate Logistics for team offsites – venue, attendees travel, meetings, preparing agendas, pre-reads, presentations and any additional materials required 

• Perform other job-related duties, as assigned 

Project/Operations Management: 

Design and implement highly critical initiatives and special projects across Corporates & Mass Markets. 

Major Responsibilities

• Ensuring project feasibility and managing changes in project scope, schedule and costs 

• Developing detailed project plans to track progress and coordinate assigned projects from concept to completion 

• Proactively managing and solving project risks, dependencies, issues, gaps and resource allocations 

• Crafting communications aimed at different audiences at the IRC and externally 

• Managing budget and payments so that expenditures can be tracked, and accurate projections can be maintained 

Key projects include but are not limited to the following:

§quarterly status review (QSR);

§strategic planning;

Data Management and Reporting:

Major Responsibilities

 Compile regular reports of department performance, which will be used to: 

• Monitor and share department-wide strategy and goal progress 

• Make staffing and resource allocation decisions 

• Communicate progress to IRC staff and leaders 

Partnership across External Relations: Work with leaders and team members across External Relations (including communications, Philanthropy fundraising, and business operations and strategy, among others) to find opportunities for improving cross-team effectiveness and efficiency.

Essential

• Strong Microsoft Office Suite knowledge (Outlook, Excel, Word, PowerPoint) and database management skills 

• Ability to develop thoughtful project management plans and implement them in timely and detailed fashion  

• Ability to receive guidance and subsequently work independently to implement key initiatives  

• Ability to collaborate with colleagues across all levels and departments of the IRC.  

• Mastery of virtual-working technology and platforms (Microsoft Teams, Box, Zoom, etc.) and MS Excel and PowerPoint 

• Shown organizational and time management skills: work accurately and efficiently in a dynamic environment and adapt to shifting priorities 

• Excellent interpersonal skills and written and oral communication skills: able to effectively interact with a variety of internal and external representatives with confidence and poise 

• Strong listening skills, proactive and keen attention to detail  

• Exceptional attention to detail and timeliness 

• Track-record of working effectively in a team environment as well as take initiative independently 

• Commitment to respect and maintain confidentiality of donor information 

Standard Responsibilities

Promote and actively participate in initiatives and efforts to build team engagement, inclusion and cohesion in IRC UK.

Foster ongoing learning, honest dialogue and reflection to strengthen safeguarding and to promote IRC values and adherence to IRC policies

Standard Job Requirements

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct.These are Integrity, Service, Equality 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.

Related standard content:

IRC strives to build a diverse and inclusive team at all levels who as individuals, and as a group, embody our culture statement creating a working environment characterized by critical reflection, power sharing, debate, and objectivity for us to achieve our aspirations as a team and deliver the best possible services to our clients.

UK:

Narrowing the Gender Gap: The IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including flexible hours (when possible), enhanced maternity/adoption leave and pay and gender-sensitive security protocols.

Candidates must have the right to work in the UK.

The application deadline is Friday 25^th October 2024.

IRC UK strives to be an equal opportunities employer. IRC UK is committed to equality of opportunity and to non-discrimination for all job applicants and employees, and we seek to ensure we achieve diversity in our workforce regardless of gender, race, religious beliefs, nationality, ethnic/national origin, sexual orientation, age, marital status or disability.

IRC UK welcomes applications from all candidates, including underrepresented groups and refugees who have the right to work in the UK.

IRC UK will ensure that individuals with disabilities are provided with reasonable adjustments to participate in the job application and/or interview process, and for essential job functions if appointed to a role. Please contact us if you may need such adjustments. 

If you have any questions or need assistance with the online recruitment process, please contact the IRC UK HR team at applications@rescue-uk.org

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