The Program Associate will support all administrative functions of the Emergency Unit (EMU), including logistics, finance, human resources, and events management. As part of the Program Associate’s career development and learning, the PA will have the opportunity to deploy (in-country or remote) to IRC Country Programs and gain on-the-job experience supporting a humanitarian response. In addition, the PA will have access to several online courses through the IRC’s learning platform, and if funding allows, additional trainings can also be considered. The PA will gain exposure and skills related to international humanitarian and development work within the context of the IRC.
Key Responsibilities
Administrative & Travel
Support travel and lodging arrangements for EMU staff.
Assist with visa application support including preparing visa letters and embassy runs for EMU staff.
Provide support to all EMU staff attending Hostile Environment Awareness Training (HEAT), including liaising with the Training Center to sign up staff and handle logistics/travel to and from the training.
People and Culture & Orientation
Process P&C, IT, and Finance paperwork related to onboarding of new EMU staff.
Schedule orientation sessions for new Emergency Unit staff and related logistics.
Perform administrative tasks related to staff recruitment.
Track and report on annual leave and sick leave balances for all Emergency Unit staff.
Support different staff‑appreciation activities, including managing the Extra Mile Award and helping process award‑prize payments.
Procurement and Payments
Provide support to field teams with INTEGRA, the IRC's ERP platform.
Carry out procurement of supplies and services on the INTEGRA platform and any other approved portals.
Process vendor invoices, travel reimbursements, contract payments, wire transfers, and donations to partner organizations for emergency unit operations using INTEGRA.
Manage corporate credit cards, record transactions, and properly file the receipts.
Procure, track, and distribute assets to EMU staff (laptops, mobile phones, satellite phones, etc.).
Manage monthly subscription services (phone plans, travel services, etc.) and maintain an updated database.
Collect and input into INTEGRA all bank and payment information for all new staff, vendors, consultants, and subgrantees.
Events Management
Assist in planning the EMU annual conference.
Provide scheduling and note-taking support to Senior Management Team meetings when requested.
Assist in organizing speakers, logistics, technical support, and agenda for all Weekly calls.
Occasionally manage calendars and high-level meetings for the Senior Management Team.
Requirements
A university degree (BA/BSc/HND).
Strong interest in humanitarian aid and a desire to gain hands-on experience and exposure to the field.
Attention to detail and ability to handle multiple, competing deadlines and priorities in a dynamic environment.
Familiarity with basic budgeting and accounting helpful.
Excellent interpersonal communication skills and ability to work in a multi-cultural environment.
Ability to thrive in a dynamic environment and develop positive relationships with local and remote staff.
Ability to work in a high-stress environment with multiple and competing demands.
Ability to exercise good judgment and maintain confidential information.
Customer service orientation with a desire to find creative and timely solutions for field teams.
Strong comfort level in standard PC office software (Word, Outlook, Excel, PowerPoint).
Excellent oral and written communications skills in English.
Multi-lingual skills are advantageous (French, Spanish, or Arabic).
How to Apply
Interested and qualified candidates should apply online through the International Rescue Committee careers portal on their Workday page at: theirc.wd1.myworkdayjobs.com. Use the 'Apply' button on the portal to submit your application.
