Administrative Manager, Business Development at International Rescue Committee

Background

Over the past 80 years, the International Rescue Committee (IRC) has developed unparalleled expertise in responding to emergencies and helping uprooted communities to rebuild. Founded in 1933 at the request of Albert Einstein, the IRC’s mission is to help people whose lives and livelihoods are shattered by conflict and disaster to survive, recover, and gain control of their future. The International Rescue Committee UK is part of the IRC global network, which has its headquarters in New York and London. The IRC is on the ground in more than 40 countries, providing emergency relief and rebuilding lives in the wake of disaster. Through regional offices in cities across the United States, the IRC also helps refugees resettle in the US and become self-sufficient. The IRC is committed to a culture of bold leadership, innovation in all aspects of our work, creative partnerships and, most crucially, accountability to those we serve. The IRC is a tireless advocate for the most vulnerable.

The Global Awards Management Unit (AMU)

Established in January 2016, the Global Awards Management Unit (AMU) is a global unit spanning New York, Washington DC, London, Berlin, Bonn, Nairobi and Amman. It has responsibility for identifying, securing and managing all funding from statutory donors, and was designed as an end-to-end business process owner and support structure for IRC’s grant lifecycle. The Unit is organized into five teams, called ‘pillars’: Strategic Partnerships & Analytics; Program & Grants Support; Compliance & Policy; Business/Program Development; and Training & Curriculum Development.

The Global 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 the teams in the US, Germany and the UK, driving functional integration between all relevant units and staff, in collaboration with the Senior Vice President of the Global AMU and the Senior Vice President for Europe in relation to overarching issues with European donors. The matrix management structure ensures that AMU staff support the Europe strategy and work towards the pursuit of new opportunities, while IRC UK maintains accountability for European funding.

Job Description

The Business Development Administrative Manager is responsible for a range of administrative functions to support the functions of the Business Development Team and specifically to the Business Development Management Team comprising a Senior Director and three Directors.

Responsibilities:

Administrative support to the management staff of the Business Development Team:

• Provide high level administrative, workflow, and project management support to the BD management team, including scheduling and coordination with other teams and departments.
• Provide support to the Business Development Management Team for the preparation of communications, presentations, and meeting materials using Microsoft Office and other digital platforms
• Manage biweekly Strategic Opportunities Group communications and needed meetings.
• Support coordination of inputs from the BD team as required

Communication

• Work the BD Management and AMU Strategy & Operations team to provide onboarding activities and orientation materials to new IRC Inc. staff.
• Maintain the BD team’s intranet site.
• Collect and input BD information for department and organizational communications channels and reports.
• Ensure that BD distribution lists and address lists are kept up-to-date.
• Liaise with other AMU staff, particularly the AMU Strategy & Operations team and HQ departments as needed.

Meeting and conference management

• Plan, schedule, and facilitate BD meetings and conference calls. Ensure meetings run smoothly and effectively by managing calendar invites and conference call details, organizing meeting logistics, preparing any needed materials, taking minutes and actions as requested, and coordinating follow-up.
• Coordinate any larger BD conferences and meetings for BD management team.
• Prepare and manage budgets for trainings and conferences, participate in planning committees, and organize logistics for trainings and conferences.

Consultant roster responsibilities

• Manage the BD consultant roster, under the direction of the Management Team.
• Administration of consultant invoicing in a timely manner.

Other

• Coordinate learning activities, including the roll-out of department-wide and IRC-wide initiatives.
• Other duties as assigned by supervisor.

Qualifications

• 4 years of administrative experience in a progressively responsible role a plus.
• Solid organizational skills; detail-oriented; ability to multi-task and prioritize tasks, and to learn quickly.
• Excellent interpersonal and communication skills: the ability to successfully and effectively liaise with people within and across departments in a multi-cultural environment.
• A team player and an independent performer in a very fast-paced environment.
• Maintain a high level of efficiency, composure, and optimism in high-pressured situations.
• A flexible work attitude and a calm manner.
• Proven writing and editing skills: a quick and accurate reviewer and editor.
• Excellent computer skills: Microsoft Word, Excel, and PowerPoint.
• Willingness to travel internationally.
• Experience in humanitarian assistance and/or non-profit work an advantage
• Experience in project management a plus.