Department Manager at International Rescue Committee

The International Rescue Committee is a global humanitarian aid, relief and development nongovernmental organization.
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Department Manager

• Job TypeFull Time
• QualificationBA/BSc/HND
• Experience2 - 3 years
• LocationNairobi
• Job FieldNGO/Non-Profit  , Project Management 

Job Overview:

The Department Manager’s 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. The Department Manager 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

Administrative and Logistical Management

• Manage the daily workflow of the Chief GEDI Officer, including scheduling, coordinating travel and managing appointments.
• Evaluate and prioritize requests against the GEDI Unit strategic priorities and proactively identify opportunities to increase the team efficiency and effectively.
• Serve as a liaison between the GEDI unit and key partners and oversee follow ups through to completion.
• Ensure a cohesive department culture by designing, developing and implementing effective communication strategies and communicating regularly with GEDI staff.
• Develop and maintain the collective GEDI unit filing system to support effective knowledge management.
• Support GEDI Unit’s events, including conferences, advocacy events, and annual Unit retreats.
• Provide general administrative support needed to the GEDI Unit team.
• Ensure hyper support for the GEDI Unit including being visible and approachable for staff and eagerly responding to requests for support;

Budget and Contract Management

• Work closely with the Senior Officer 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, IRC’s procurement and expense management software; and ensure accurate coding.

Human Resources Management

• Maintain and archive the GEDI Unit’s 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.

Development Opportunities

• Be part of a dynamic team comprised of deeply passionate and experts members.
• Develop your skills and knowledge on GEDI-related through regular deep-dive discussions with team members and/or internal/external events and trainings.
• Support GEDI Unit staff in the development of proposals for new development opportunities, including reviewing and contributing to concept notes, proposals and
  creating budgets
• Build on the design, development, and execution of critical GEDI initiatives impacting all part of the organization.

Job Requirements

Experience:

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

Method of Application

Interested and qualified? Go to International Rescue Committee on rescue.csod.com to apply