Administrative Manager, RAM

International Rescue Committee • New York, NY

22h

About The Position

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 IRC’s Resettlement, Asylum, and Integration (RAI) department creates opportunities for refugees, asylum-seekers, migrants, immigrants, and other displaced individuals to survive and thrive in Europe and the United States. RAI operates in 29 U.S. cities across 17 states and 5 European countries. RAI’s Resource Acquisition and Management (RAM) department provides technical assistance to support RAI’s program delivery. RAM takes an integrated approach to the full award cycle including public and private business development (pre-award) and grants management (post-award) across RAI. The aim is to support RAI’s fundraising efforts and ensure compliant program delivery, leading to improved outcomes for our clients.

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.

Nice To Haves

• Familiarity with IRC's Integra system (Microsoft Dynamics 365) and finance a plus.
• Familiarity with intranet platforms a plus.

Responsibilities

• Manage purchase-card and project expenses using Emburse to track and reconcile monthly procurement and travel card activities.
• Manage procurement and purchase order requests, develop vouchers, and handle invoices.
• In collaboration with the Pre-Award, Post-Award. and RAI Finance, support offices to obtain the necessary internal budget spending codes for each award
• 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 the update and maintenance of various 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 the processing of consultant payments and coordination with Global Finance to ensure payments are processed.
• Supports onboarding and offboarding of RAM Volunteers & Interns as needed.
• 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.
• Maintain and disseminate information regarding network-wide shared software accounts (Foundation Directory, Zoom Enterprise, etc)
• Develop and manage shared team systems (Monday.com, Box.com, shared team calendars, etc)
• Maintain strong relationships with contractors and vendors to ensure timely deliverables and smooth communication.
• Support RescueNet and website maintenance, ensuring high-quality content.
• Plan, schedule, and facilitate staff meetings and conference calls, managing logistics and follow-up.
• Train new staff on IRC platforms and procedures, including Egencia and travel reimbursements.
• Liaise with administrative staff from other HQ departments on IT, office services, global supply chain, HR, etc.
• Perform additional administrative duties as assigned, demonstrating flexibility and adaptability.

Benefits

• We offer a comprehensive and highly competitive set of benefits. In the US, these include: 10 sick days, 10 US holidays, 20-25 paid time off days depending on role and tenure, medical insurance starting at $163 per month, dental starting at $6.50 per month, and vision starting at $5 per month, FSA for healthcare and commuter costs, a 403b retirement savings plans with immediately vested matching, disability & life insurance, and an Employee Assistance Program which is available to our staff and their families to support counseling and care in times of crisis and mental health struggles.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 1,001-5,000 employees