Regional Admin Manager at International Rescue Committee

Job Overview/Summary:

The Regional Admin Manager is responsible for a wide range of administrative, and support services for the Great Lakes Regional Team. The Regional Admin 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 Vice President (RVP) and a dotted line to the IHUB Administrative Responsible and works closely with Regional Senior Management Team (RSMT).

Essential Job Functions:

Administration

• Provide support to the Regional Vice President inclusive of managing the calendar, providing support in email management, managing travel and tracking key initiatives.
• Provide a full range of administrative and operational support to SMT, inclusive of preparing payment requests, travel reimbursements, support to organizing visas and accommodation, managing leave trackers, etc.
• Coordinate regional and inter-departmental meetings inclusive of setting agendas, taking notes, and following up on action plans as required. When needed, organize all logistical management for workshops/meetings
• In coordination with the HR Department, provide support in initiating new recruitment and complete necessary steps i.e., RRF, Job description...

Event Planning and Delivery

• 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 proposing suitable dates, times, venues, travel, catering and reconciliation of expenses against approved budgets.
• Capture key takeaways from events and follow up on action items.

Communications

• Support in the preparation of internal communication as requested by Regional Vice President and Regional Management Team
• Maintain regional knowledge management systems, in particular to establish procedure and routines to assure consistent and regular usage of shared regional Box folders.
• Keep up to date the RescueNet Great Lake and filled with useful information.

Management Support

• Connect and coordinate with regional management team and extend support in day-to-day work.
• 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 specific projects.

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:

• Good understanding of operations, including operational challenges faced in the countries.
• 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.
• 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.
• Solid writing and editing skills: the ability to draft and edit professional documents and correspondence in English and French.
• Strong computer skills: ability to work effectively and accurately with MS Outlook, Word, Excel, PowerPoint, and to adapt to new applications.