Resettlement Program Manager, New York

Resettlement Program Manager, New York
International Rescue Committee (IRC)

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Essential Job Functions 

Programmatic Monitoring

1. Prepare monitoring follow up reports through desk monitoring activities, analysis of findings, and development of recommendations.
2. Ensure internal monitoring procedures meet standards outlined in funder guidelines; recommend updates and changes at least annually to align with requirements.
3. Create data reports prior to monitoring visits to inform monitors of key programmatic and operational characteristics of the office.
4. Support monitors in drafting pre-monitoring memos and other monitoring preparation activities as needed.
5. Support monitors with drafting and editing of written monitoring reports.   
6. Support preparations for funder monitoring of IRC HQ.
7. Manage monitoring calendar and deadlines to ensure adherence to established timelines and donor requirements.
8. Track trends across internal and donor office monitoring and give quarterly updates to Resettlement team.
9. Create and update monitoring tools to streamline monitoring processes and tracking of information.
10. Ensure monitoring templates and tools are in compliance with donor requirements.
11. Conduct on-site monitoring, as assigned.

Proposal Development and Donor Reporting

1. Support proposal development by gathering data, drafting and editing annual proposal materials.
2. Review and edit proposal submissions from field offices for inclusion in national proposals.
3. Support program officers with gathering data, drafting and editing quarterly, semi-annual, and annual reports to funders.
4. Assist with review and submission of the Reception and Placement (R&P) period reports and other R&P tasks as necessary.
5. Submit funder reports and proposals through required systems.

Information Management

1. Solicit content, draft, and coordinate review of monthly resettlement programs newsletter to US Programs HQ and field offices.
2. Prepare annual program announcement implementation plan and update throughout year as new program announcements are distributed.
3. Coordinate submission of annual staff training plans from each field office; review for compliance with donor requirements.
4. Liaise with field offices and Regional Directors to ensure timely and complete submissions of Quarterly Consultation Reports.
5. Manage retention of documents and correspondence on network drives for record keeping and donor monitoring.
6. Manage intranet pages (RescueNet) to ensure information is organized and up-to-date.
7. At direction of program officers, respond to inquiries from the field in resettlement inbox and/or refer to program officer for response.

Logistical Support

1. Provide travel and logistical support to monitors for monitoring trips and other resettlement program travel.
2. Review resettlement programs travel budget and expenses to prevent under/overspending.
3. Schedule and provide logistical support for meetings, trainings, and conferences.
4. Perform various administration functions:
   • Time & Effort reporting and leave requests
   • Support financial processes, such as reimbursement requests (TERs), new vendor forms, accounts payable, etc.
   • Manage the Resettlement team calendar
   • Manage supply orders.
   • Draft and send weekly Resettlement and Processing Directors’ schedules.
5. Other duties, as assigned, in support of the Resettlement team.

Requirements

• Bachelor’s degree required;
• Minimum two to three years non-profit experience, preferably with experience in the U.S. refugee admissions program (USRAP);
• High proficiency with Microsoft Excel;
• Experience with IRIS and ETO program management or similar data systems preferred;
• Ability to work independently and as a team member in a diverse, fast-paced environment.
• Excellent written and oral communication skills: the ability to communicate effectively with colleagues and partners and to draft and edit memos, letters, reports and proposals;
• Solid organizational skills with the ability to juggle multiple tasks, set priorities, effectively manage time, and meet deadlines;
• The ability to work independently and productively in a fast-paced environment – initiative to problem solve within the job parameters is essential;