Department Manager

Background/IRC Summary:

The International Rescue Committee (IRC) helps people whose lives and livelihoods are shattered by conflict and disaster to survive, recover, and gain control of their future. Founded in 1933 at the request of Albert Einstein, the IRC works with people forced to flee from war, conflict and disaster and the host communities that support them, as well as with those who remain within their homes and communities. At-work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. IRC leads the way from harm to home.

Years of war in Syria have pushed millions from their homes and into poverty, and millions more have become refugees in Lebanon, Jordan, Turkey, and Iraq and further afield. Equally complex is the emergency in Iraq, where waves of fighting and displacement have overwhelmed infrastructure and services and pushed communities to the brink. The economic, social, and health effects of these dual crises have changed the entire region. In the Middle East & North Africa Region (Syria, Lebanon, Jordan, Iraq and Libya) IRC responds to displaced people’s acute and longer-term needs with integrated programs that improve health and safety, prioritize children’s education, foster economic wellbeing, and empower communities to regain control over their lives.

Job Overview/Summary:

The Department Manager is responsible for a wide range of administrative and office support services for the MENA Regional Team. The Department Manager will maintain excellent management and communications systems to enable the team to perform at the highest possible levels. The position reports to the Regional HR Director and works closely with Regional Vice President, Regional Leads and Country Directors.

Essential Job Functions:

Administrative

• Provide office management support to the MENA Regional office inclusive of general office organization, monitoring and maintaining office supplies, handling mail and shipments and filing system as required.
• Organize all inter-departmental meetings inclusive of setting agendas, taking notes and following up on action plans as required.
• Follow up on travel details, visas, accommodations, and coordinate schedules for visitors to the region as required.
• Provide high-level administrative support to the Regional Vice President inclusive of managing the calendar, providing support in email management, managing travel and tracking key initiatives.
• Support the Regional Management Team in preparing payment request and reimbursements.
• Gracefully and diplomatically represent IRC internally and externally.

Communications

• Maintain and update the region’s external contact list as well as the internal regional mailing lists.
• Under the direction of the Regional Vice President, support with written communication, both in Arabic and English.
• Under the direction of the Regional Vice President, translate selected material from English to Arabic and vice versa as required.
• Support in the preparation of internal communication as requested by Regional Vice President and Regional Management Team.

Event Planning

• Maintain a Regional Calendar of events – both external and internal.
• Assist with the preparation and execution of engagements and events run by IRC in the region if required.
• Organize and execute regional conferences and workshops as assigned, inclusive of arranging suitable dates, times, venues, travel, catering and reconciliation of expenses against approved budgets.
• Capture key takeaways from events and follow up on action items.

Project Management

• Oversee office space planning and serve as a liaison with the Support Services Unit and other departments to plan and organize effective office space.
• Identify gaps and manage systems/ process improvement to enhance the efficiency of regional inter-departmental work.
• Under the direction of the Regional Vice President, assist with other departmental needs and special projects.

Key Working Relationships:

Position Reports to: MENA Regional HR Director
Position directly supervises: N/A
Other Internal and/or external contacts:

• Internal:

• MENA Regional Vice President and all Regional Functional Directors and Technical Advisors

• Country Programs Teams: Country Directors and Senior Management Teams

• Frequent contact with HQ & Global Staff

• External:

• INGO Counterparts, Legal Counsel, Governmental & official entities.

Job Requirements:

Education: Bachelor’s degree in Business Administration or any related field.

Work Experience: 4 to 5 years of experience in a similar role, preferably working in INGO environment

Demonstrated Skills and Competencies:

• Strong communication and interpersonal skills: demonstrated ability to work effectively across and within a large, complex non-profit organization, both laterally and vertically, and diplomatically communicate with a variety of people in a multi-cultural environment;
• Excellent organizational skills: the ability to work independently in a fast-paced, detail-oriented environment and efficiently organize the workflow of a fast-paced team;
• Proven attention to details: the ability to track and process multiple details simultaneously and accurately;
• Solid writing and editing skills: the ability to draft and edit professional documents and correspondence in both English and Arabic;
• Strong visual skills: the ability to assist with preparation of charts and graphs in Excel and PowerPoint;
• Flexible work attitude: the ability to work productively in a team environment and independently;
• Trustworthy with an ability in maintaining confidential information;
• Strong computer skills: ability to work effectively and accurately with MS Outlook, Word, Excel, PowerPoint, and to adapt to new applications.

Language Skills: English and Arabic language proficiency is a must.

*Working Environment:***The position is based in Amman with standard office work environment.

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way – Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.

IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status or disability.

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