Grants & Operations Senior Manager - Women's Protection & Empowerment, International Rescue Committee, New York, NY

Grants and Operations Senior Manager - Women's Protection and Empowerment

Posted by: International Rescue Committee

DESCRIPTION

Founded in 1933, the International Rescue Committee (IRC) is a global leader in providing emergency relief, rehabilitation, post conflict development, human rights protection, resettlement services and advocacy for refugees and other uprooted or affected by violent conflict and oppression. The IRC is committed to restoring hope, freedom, dignity, and self-reliance.

PROGRAM DESCRIPTION

IRC is committed to a culture of bold leadership, innovation in all aspects of our work, creative partnerships and thorough accountability to those we serve. Since 1996, IRC has been implementing women’s protection and empowerment programs in refugee, internally displaced and other conflict-affected communities and has gained a reputation as a global leader in this field.

IRC is one of the only humanitarian organizations to maintain an independent Women’s Protection and Empowerment (WPE) Technical Unit. This team of experts ensures that IRC’s programs adhere to the principles of best practice and promote the ongoing evolution of knowledge and practice in the prevention of and response to violence against women and girls. Together, the WPE Technical Unit supports 18 country programs working in partnership with communities and institutions to promote and protect women’s and girls’ human rights through gender equality and to meet the safety, health, psychosocial and justice needs of gender-based violence survivors.   In 2012 we started exploring opportunities to use this experience with IRC’s US programming specifically looking at how we can support refugees and asylees IRC resettles across the United States.

SCOPE OF WORK

The IRC WPE Technical Unit has grown significantly over the last few years and additional growth is expected over the next two years. Currently WPE has 23 staff, nine grants and a budget of over $4 million dollars annually. WPE currently receives direct funding from US and European government agencies and private donors. In addition WPE provides funding to or has oversight of grants in country programs and other IRC departments.

The Grants & Operations Sr. Manager is responsible for supporting the WPE Director and senior staff in ensuring effective and efficient grants and operations management within the unit.  This includes development and monitoring of Grant & Unit Budgets, Human Resources administration, Information & Knowledge systems and Procurement & Administrative support to WPE activities.  S/he will ensure that all the necessary IRC systems, policies and procedures are understood, and used by the WPE Technical Unit team members.   Where policies and procedures do not yet exist, the G&O Sr. Manager will be responsible for working with relevant departments and staff to develop them.

The Sr. Manager will supervise three support staff; currently the WPE Unit Assistant, WPE Budget Assistant, and the Assistant for Knowledge and Resource Support.  S/he reports to the WPE Director and liaises closely with the leadership team comprised of the WPE Director, and two Senior Technical Advisors.  S/he may be assigned to work with US Programs, regional and country staff on areas of budget and grants management.  S/he will also liaise closely with the IRC support departments to ensure that the WPE Technical Unit is operating as effectively and efficiently as possible to achieve the outcomes in the 2013 -2017 Strategic Plan.

KEY JOB FUNCTIONS

Staff Management

• Maintain and promote a positive work environment for direct reports including providing timely support, encouraging learning and skills development, providing effective feedback and holding regular staff meetings.
• Ensure staff understand the roles and responsibilities of their position, have agreed performance objectives for each year and receive required training on IRC systems and processes to be effective
• Monitor quality, activity timelines and due dates for deliverables to ensure staff meet internal and/or external requirements and deadlines

Systems & Processes

• Act as unit focal point for the IRC standard systems, processes, and procedures applicable to WPE Unit including OTIS, TETRA, Rescue Net, Workday, Finance and Supply Chain
• Proactively engage with WPE staff in NY or remotely and develop resources as required to ensure staff understand and utilize systems and are aware of any related changes. 
• Identify areas of inefficiencies or gaps in current systems/policy/procedures and work with relevant IPD units and IRC operations departments to develop and implement improvements.

Grant Management

• Develop and maintain an in-depth understanding of WPE grants, donor compliance and budget conditions and status
• Working with the WPE Budget Assistant and IPD Finance staff ensure accuracy of grant financial/budget reports, promptly identify and advise the TU Director and applicable grant leads on areas of concern
• In partnership with program technical staff contribute to the development of TU grant budget proposals including  inclusion of appropriate staff and operational costs
• Ensure utilization of IRC standard grant management processes (OTIS, opening, review and closing meetings) and if required develop new tools or reporting formats to enhance grants management. 
• Implement processes to ensure new, and current staff are fully orientated and trained on the IRC grants systems and processes and any changes.

WPE Annual Operating Budget & Finance

• Ensure the WPE operating budget is maintained on a timely basis, revisions reviewed with the TU Director and submitted in accordance with the Finance schedule.
• Analyze unit needs and spending patterns to ensure most effective use of funding and identification of any gaps or duplication in coverage. 
• Promptly advice the TU Director and senior WPE staff of, and provide recommendations for, addressing any budget issues.
• Ensure financial requirements and documentation related to WPE travel, conferences, advances and reimbursements are fully understood and complied with so that transactions are completed on a timely basis and correctly charged. Work with IPD and HQ finance staff to address any recurrent or systematic problems.

Operations & Administration

• Monitor planning and progress on WPE procurement activities of goods and services (travel, conferences, equipment, consultants etc) and liaise with the related HQ Unit to resolve any delays or roadblocks
• Oversee and coordinate HR administrative processes including onboarding, time-off requests, exit process, time and effort reporting and related TETRA processing for WPE staff.
• Develop/maintain and implement effective onboarding processes, monitor implementation to ensure all staff receive timely and appropriate onboarding and required training
• Support the Learning & Knowledge Assistant and technical staff in maintaining and developing accessible and relevant information
• Work with IT to fully utilize existing information management and communication systems and if required identify options for more effective systems.
• Actively engage in and promote a spirit of co-operation and team work within the unit and across departments. 

POSITION REQUIREMENTS

• College or university degree in related field; Business Administration, Management, Finance
• 5+ years work experience including staff supervision, budget management, systems and procedure development.
• Non-profit and grants management experience highly preferred
• Self-directed, able to independently set priorities and solve problems with minimal guidance; comfortable working for a supervisor who is travelling 50% of the time
• Excellent interpersonal and oral and written communication skills; demonstrated ability to successfully work in a fast paced environment, within and across departments/functions and develop positive relationships with locally and remote based staff.
• Aptitude for and interest in providing creative means of training and developing staff in organizational systems and procedures
• Strong Microsoft Office skills and experience with organizational information and financial systems needed
• Foreign language skills advantageous (French, Arabic)
   

HOW TO APPLY

Visit http://ch.tbe.taleo.net/CH02/ats/careers/apply.jsp;jsessionid=16F84CC7D13C0EB539F1230E9D7600A4.NA10_primary_jvm?org=IRC&cws=1