Program Assistant, Middle East

Position description

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 close to 3 million in hard-to-reach areas. There are 5 million Syrian refugees in neighboring countries. This is no short-term humanitarian episode. The devastating human consequences to huge numbers of people will endure for decades. The destruction of relationships, communities, livelihoods, homes and infrastructure will take years to repair.

IRC is offering a robust humanitarian response to the Syria crisis. With an annual budget in excess of $140 million and a rapidly expanding portfolio, supported by more than 1,250 staff in the region, IRC is undertaking programs in Syria and the neighboring countries of Iraq, Lebanon, and Jordan in the fields of health, child protection, education, women’s protection and empowerment, NFI and food distribution, cash assistance, 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:

The Program Assistant will be a member of the IRC’s Middle East Regional Unit and will be based in New York. S/he will repo rt to the regional Program Officer and work closely with the regional Program Manager in providing a range of administrative HQ support services to country programs in the region. The position may entail some limited field travel.

Major Responsibilities:

Grants Management

* Maintain the region’s grant management filing system at HQ, both electronic and hard files, as well as detailed lists of the region’s active grants by country, including reporting deadlines, and alert colleagues as appropriate;

* Liaise with country programs and the Finance Department to process source code requests from the field and relay proper documentation back to the country programs;

* Obtain Delegations of Authority, Powers of Attorney, and other documents as needed to facilitate field office operations;

* Obtain signatures on grant agreements, amendments, and other required documents;

* Work with country office grants staff to ensure OTIS (internal web-based grants management system) is up to date;

* Assist in reviewing, providing substantive feedback and submitting grant reports when needed;

* Assist in finalizing grant proposal packages (e.g. proofreading, formatting);

* Assist in providing coverage support when Program Officer and/or Program Manager is absent;

Internal and External Communications

* Assist the Program Officer and Program Manager to obtain and maintain updated summary information on the region’s country programs, and to help draft summaries as requested;


* Perform office administrative tasks, such as processing payment requests and vouchers, photocopying, scanning, mailing, and filing;

* Assist in organizing logistics and meetings for field staff visiting HQ;

* Participate in country office and/or regional calls and provide call support/notes as necessary;


* Participate in special projects as needed.

Key Working Relationships:

* Position Reports to: Program Officer, Middle East

* Position directly supervises: N/A

* Indirect Reporting: N/A

Other Internal and/or external contacts:

Regional Grants Director (NY); Middle East Program Manager (NY); Reg ional Grants Advisor (UK); Regional Grants Assistant (UK); Grants Coordinators and Managers, Regional Content and Information Officer; NY Finance Department; IRC Award Management Unit; NY International Programs Department; Office of Legal Counsel.



* Bachelor’s degree in a related field;

Work Experience:

* Minimum 1-2 years related non-profit and/or administrative work experience. Some field experience a plus, regional experience in particular;

Demonstrated Skills and Competencies:

* Solid organizational and administrative skills, with a proven ability to prioritize projects with attention to detail;

* Proven English writing and editing skills: the ability to draft memos & letters and edit reports;

* Excellent Computer skills: MS Office and Adobe.

* The ability to work independently and productively in a fast-paced environment –pro-activity and initiative to problem solve within the job parameters is essential.

Language Skills:

* The working language for this position is English.

Working Environment: Standard office work environment

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