Unit Support Manager
Employment: Full Time and Permanent (37.5 hours per week)
Salary: circa £25,000 per annum
IRC-UK was established in London in 1997 to support the organisation’s global activities and particularly to diversify its donor base and be able to better advocate with European policy-makers on behalf of the people we serve.
Since its establishment IRC-UK has grown rapidly and is now acknowledged for its high quality project management, technical expertise in governance and rights and economic recovery, and innovative thinking on early recovery and gender based violence. The IRC also has offices in Berlin, Bonn, Brussels and Geneva.
IRC-UK comprises approximately 100 staff across five departments.
The Awards Management Unit (AMU)
Established in January 2016, the Awards Management Unit (AMU) is a global unit with staff based in Bonn, Berlin, New York, London, Nairobi, and Amman. It has responsibility for identifying, securing, and managing all funding from statutory/government donors. The unit is organised into five pillars: Strategic Partnerships and Analytics, Programmes and Grants Support, Compliance and Policy, Programme Development, and Training.
The AMU is a bridge between donors and the field: providing expert technical advice to the field, while maintaining portfolio-level visibility to ensure consistency and compliance, and manage risk. This unit ensures that donor compliance policies and procedures are implemented consistently, and supports all staff working across the grants management cycle for all restricted funding from global government sources. The unit operates within a matrix management system across teams in Germany, the US and the UK, driving functional integration between all relevant units and staff, in collaboration with the Senior Vice President AMU, Vice President, AMU, and the Senior Vice President for Europe in relation to overarching issues with European donors.
The Purpose of the Role
The purpose of this post is to provide administrative and logistical support to the Awards Management Unit staff based in London and other European offices as required, assisting the team to achieve its goals, ensuring all AMU administrative activities are handled as effectively and efficiently as possible.
Scope and Authority
In this role you have authority to make routine decisions about day to day team matters but most decisions would be deferred to the line manager or another team member.
Key Working Relationships
Reports to the AMU’s Deputy Vice President and supports AMU Directors.
Close coordination with the AMU Management team including colleagues based in New York, Berlin, Bonn and Brussels.
Close coordination with all individuals in the AMU relating to organising meetings and travel arrangements.
Coordination with IRC-UK HR team, Finance team, Receptionist and with the AMU Unit Manager based in New York.
Office management (30%)
Coordinate logistics and provide administrative support for the AMU team in London.
Support induction sessions for new staff on AMU (processes, schedules, induction packs).
Update and maintain AMU introduction presentation and other materials for Directorate to use.
‘Champion’ and advise on GDPR data protection for AMU teams raising actions or issues as required.
Organise and support key team meetings, workshops, teleconferences including taking minutes
Train and advise team on correct use of teleconferencing, desk booking and other systems.
Process credit card receipts and expenses for Deputy VP and AMU Directors based in London.
Support staff in engaging consultants, ensuring relevant paperwork is completed, and processing invoices
Advise team on key policies, procedures and where documents on intranet; suggest and help implement new policies, procedures and initiatives to improve the team experience as necessary.
Support managers to track team travel, working from home, annual leave and general team whereabouts
Administrative and project support (30%)
Support Directors in managing IRC-UK profiles on European donor portals, ensuring financial and contact information is up-to-date.
Coordinate and support training events and workshops which take place in London.
Support special projects as agreed with Deputy VP for AMU.
Assist in acquiring signatures for legal documents as required.
Maintain shared folders on S Drive and online cloud system, ‘Box’.
Travel and budget coordination (25%)
Work with travel provider to arrange and coordinate travel arrangements, visas and booking system for Europe-based AMU staff.
Assist with tracking of budget expenses and additional finance activities as requested.
Review monthly management accounts with Deputy VP and highlight any discrepancies.
Support travel arrangements for AMU staff visiting the UK from other offices as necessary.
Liaise with senior staff visiting the UK to organise schedules and meetings as necessary.
Advise relevant budget codes to managers/directors for authorization.
Respond to day-to-day communications on general AMU issues in a timely manner.
Act as AMU ‘focal point’ and liaise with other departments as needed on issues related to IT, office services, Finance, HR.
Coordinating AMU contribution to organizational communications.
With New York counterpart, act as lead on maintaining AMU pages of intranet (‘RescueNet’).
Develop and maintain a resource library on box and rescue net and provide updated information to staff.
Work with AMU staff to ensure that distribution email lists are kept up-to-date.
Skills, Knowledge and Qualifications
Highly computer literate and proficient in the use of Microsoft Word, Excel, and PowerPoint.
Excellent written English and communication skills.
Confident team player with strong interpersonal and communication skills: ability to successfully and effectively liaise with people within and across departments in a multi-cultural environment.
Solid organizational skills, detail-oriented, with ability to multi-task and prioritize tasks.
Ability to learn, understand and problem-solve quickly.
A team player and an independent performer in a very fast-paced environment.
Flexible work attitude and a calm manner.
Excellent administrative skills with the ability to plan and prioritise work for self and others
Excellent time management skills
Strong interpersonal skills and the ability to work with stakeholders at all levels
Resourceful and solutions focused with ability to suggest improvements to procedures
Experience of work in an administrative role
Project support experience, including tracking and monitoring budget expenses.
Experience and enjoyment in providing administrative support to a busy team.
Experience of arranging meetings, events, conferences or workshops
Experience of arranging international travel
Demonstrable interest in working for an international non-profit organization.
Knowledge and proven experience of project management.
Experience working in a complex and fast paced global organization
Experience using Webex teleconferencing (or similar) and Box cloud storage systems.
Basic knowledge of GDPR compliance requirements.
French or German language skills.
Candidates must have the right to work in the UK.
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. 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.
Deadline for applications is midnight between 3rd and 4th December 2018. Interviews will take place on 11th or 12thDecember 2018.
To apply email your details to hello email@example.com