Program Support Officer – IRC International Rescue committee

The International Rescue Committee responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, IRC offers life-saving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in more than 40 countries and in 22 U.S. cities, IRC restores safety, dignity and hope to millions who are uprooted by conflict or disaster. IRC leads the way from harm to home.
BACKGROUND
The Syria crisis is often described as the worst humanitarian catastrophe since the end of the Cold War. Inside Syria, 6.1 million people are internally displaced and 13.1 million are in need of humanitarian assistance, with three million in hard-to-reach areas. There are 5.4 million Syrian refugees in neighboring countries. The devastating human consequences to huge numbers of people will endure for decades. The destruction of relationships, communities, livelihoods, homes and infrastructure is likely to take years to repair.
IRC is offering a robust humanitarian response to the Syria crisis. With an annual regional portfolio of $90 million within a rapidly expanding portfolio, supported by more than 3000 staff and workers in the region, IRC is undertaking programs in Syria and the neighboring countries of Iraq, Lebanon and Jordan. Inside Syria, the IRC is specifically focused on health, cash assistance, education, child protection, women’s protection and empowerment, and livelihood programming. Our work in these challenging settings gives rise to some of the most pressing issues facing contemporary humanitarian action, including questions of access, security, funding and coordination.
Job Overview/Summary: As a member of the IRC’s Syria health program, the Program Support Officer will report to the Senior Health Coordinator and will be based in Amman, Jordan, to ensure timely, effective and high quality administrative support on a range of program activities. Through this role, the successful applicant will be heavily involved in the day-to-day administrative work, providing a unique opportunity to learn about program and grant management and the IRC’s health programming.
MAJOR RESPONSIBILITIES:
• Provide general administrative support, including:
o Maintain a centralized shared folder of all relevant IRC standard operating procedures, rules and regulations, and important program documents for Jordan and Syria-based teams to access;
o Support revising, regular updating, and maintaining the filing of key documents and reports.
o Support organizing internal and external office meetings;
o Support teams to manage, assign and distribute IT supplies and assets for staff use;
o Otherwise maintain planning and tracking tools that relate to Department administration
o Support with translations of program documents and information;
o Support with management of staff cash advances, liquidations and reimbursements;
o Input into the preparation of spending plans as it relates to open and planned procurement, staff and incentive worker payments, and planned activities;
o Provide support and technical assistance to Health staff inside Syria as it relates to program administrative matters and tasks to ensure compliance to protocols, procedures, and grant requirements; where necessary, document and support awareness and compliance of key processes and procedures.
o Support with any other administrative tasks as assigned by the supervisor.
• Support the management of procurement requests (PRs) and payments, including:
o Follow up on outstanding PRs with approvals; track PRs for program units, in part by maintaining Department trackers and a related database
o Follow-ups with the finance department and supply chain for advances and liquidations and double checking procurement requests.
o Prepare, compile, and sort hard copy documents safely and as appropriate.
o Provide updates and reports as it relates to PR and payment status and process as requested by the Senior Health Coordinator.
• Support the Health team in onboarding of news staff and in the management of Syria-based staff and incentive workers, including:
o For new hires, coordinating the onboarding process, including the acquisition of employee assets through Supply Chain and Admin.
o Manage contract process for new and existing incentive workers including drafting contracts on time, tracking contract duration and upcoming renewals, preparing and following up on ATC requests, follow up on all other necessary documentation and/or issues;
o Maintain and manage an updated incentive worker database and follow up contracts’ duration and need for contract renewal or revisions;
o Compile and prepare all documents necessary for the payment of incentive worker salaries each month.
o Provide discrepancy reports and proposed risk mitigation measures for remote data management
o Otherwise develop and maintain a close working relationship with the Human Resources department and act as a key focal point with respect to onboarding and Admin-related issues.
• Ensure management of internal program audits:
o Ensure that program-specific checklists/SOPs are fully executed and deliverables are reached
o Lead on internal review of adherence to Standard Operating Procedures and programmatic guidelines based on audit plan agreed upon with Senior Health Coordinator; draft reports on findings from review exercise, highlighting issues for follow-up with Senior Health Coordinator
o Otherwise support learning and implementation of corrective action and best practice
• As requested, support field level coordination, in part by consolidating planning inputs from health team members and otherwise supporting effective coordination, communication and documentation
• Other tasks as requested by supervisor.

KEY WORKING RELATIONSHIPS:
Position Reports to: Senior Health Coordinator
Supervises: Program Support Assistant
Other Internal and/or external key contacts:
Internal: Health Team members inside Jordan and Syria; other relevant IRC staff including in Supply Chain, HR, Finance, and Grants.
External: IRC’s local partner organizations, other local INGO and NGOs

Job Details

Posted Date: 2018-05-31
Job Location: Amman, Jordan
Job Role: Management
Company Industry: Community/Social Services/and Nonprofit

Preferred Candidate

Career Level: Mid Career

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