United States of America: Office Manager

Organization: International Rescue Committee
Country: United States of America
Closing date: 25 Oct 2014

The International Rescue Committee (IRC) 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, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

BACKGROUND:

The DC Office Manager is responsible for managing a range of administrative, logistical and support services for the approximately 20 IRC staff based in the Washington, DC office. The Office Manager reports to the Vice President for Public Policy and Advocacy, and works closely with colleagues in the Washington office, and liaises with colleagues in New York as well as external parties in various government offices.

SCOPE OF WORK:

This position will be based in the downtown DC office but require working remotely with colleagues based in NYC and globally. The Office Manager will be the first point of contact for visitors and external requests.

This position will not generally require any travel other than occasional local DC travel to help with events.

RESPONSIBILITIES:

• Oversee the operations and maintenance of the DC office, including purchasing and managing office supplies, equipment, and space.
• Liaise with the Finance department in New York Headquarters regarding payment of DC office bills and purchases and monitoring spending.
• Act as liaison to HQ on all administrative policies and policy changes affecting employees in the DC office (particularly concerning finance, procurement, HR, and IT matters).
• Receive guests at the office and respond to general inquiries in person and on the phone, including maintaining general guidance for visitors.
• Support IRC colleagues with visa and passport issues and authentication and legalization of documents by the State Department and embassies.
• Orient all new Washington, D.C. employees to general DC and IRC procedures including assisting with new hire paperwork and helping with IT/office set-up.
• Coordinate and manage the logistics for both on-site and off-site IRC meetings or IRC-sponsored events including conference calls, events, or workshops. This includes preparing and distributing materials, reserving appropriate space, placing food orders, assisting with travel arrangements, being on-site to help execute event, etc.
• Support travel arrangements for DC staff including visa procurement.
• Manage DC office general email inbox/inquiries.
• Coordinate and manage logistics for special projects, including infrastructure upgrades, IT audits, etc.
• Maintain DC office records, including emergency contact info. Serve as point person for office security.
• Process petty cash disbursements and replenishments for the DC office.
• Maintain general DC office space including managing storage areas.
• Help to coordinate IRC staff visits to DC.
• Other tasks as assigned by the Vice President for Public Policy and Advocacy.

REQUIREMENTS:

• Bachelor's degree with work experience in highly professional environment.
• Excellent organizational skills: ability to work independently and proactively in a fast-paced, detail-oriented environment;
• Proven attention to details: the ability to track and process multiple details simultaneously and accurately;
• Excellent interpersonal and communications skills: ability to successfully and effectively liaise with and motivate a variety of people in a multi-cultural environment; knowledge of Washington departments and agencies a plus;
• Flexible work attitude: the ability to work productively in a team environment and independently;
• Ability to use sound judgment in maintaining confidential information;
• Solid computer skills: ability to work effectively and accurately with MS Outlook, Word, Excel, PowerPoint and internet applications.

How to apply:

Please follow this link to apply: http://www.aplitrak.com/?adid=a2ltbC4wOTAxMy4zODMwQGlyYy5hcGxpdHJhay5jb20