Program Associate

Requirements

• Strong interest in humanitarian aid and a desire to gain hands-on experience and exposure to the field.
  
• Attention to detail and ability to handle multiple, competing deadlines and priorities in a dynamic environment.
  
• Familiarity with basic budgeting and accounting helpful.
  
• Excellent interpersonal communication skills and ability to work in a multi-cultural environment.
  
• Ability to thrive in a dynamic environment, within and across departments/functions and develop positive relationships with local and remote staff.
  
• Ability to work in high stress environment with multiple and competing demands.
  
• Ability to work independently as needed.
  
• Ability to exercise good judgment and maintain confidential information.
  
• Customer service orientation with desire to find creative and timely solutions for field teams.
  
• Strong comfort level in standard PC office software such as Word, Outlook, Excel, PowerPoint preferred.
  
• Excellent oral and written communications skills English required.
  
• Multi-lingual skills advantageous – with priority placed or French, Spanish, and Arabic.
  

Administrative/Travel

• Support travel and lodging arrangements for EMU staff.
  
• Visa application support including preparing visa letters, embassy runs, etc. for EMU staff
  
• Provide support to all EMU staff attending HEAT training, including liaising with the Training Center to sign up staff and handle logistics/travel to and from the training.
  

People and Culture & Orientation

• Process P&C, IT, and Finance paperwork related to onboarding of new EMU staff
  
• Schedule orientation sessions for new Emergency Unit staff and related logistics
  
• Perform administrative tasks related to staff recruitment
  
• Track and report on annual leave and sick leave balances for all Emergency Unit staff
  
• Support different staff‑appreciation activities, including managing the Extra Mile Award, supporting on delivery of individual appreciation opportunities, and helping process award‑prize payments
  

Procurement and Payments

• Provide support to field teams with INTEGRA, the IRCs ERP platform.
  
• Carry out procurement of supplies and services on the INTEGRA platform and any other portals approved by our Global procurement team.
  
• Process vendor invoices, travel reimbursements, contract payments, wire transfers, and donations to partner organizations for emergency unit operations using INTEGRA
  
• Manage several corporate credit cards, record transactions, and properly file the receipts
  
• Procure, track, and distribute assets to EMU staff (laptops, mobile phones, satellite phones, etc.)
  
• Manage monthly subscription services (phone plans, travel services, etc) and maintain an updated database at all times (add/delete staff as needed in a timely manner)
  
• Collect and input into INTEGRA all bank and payment information for all new staff, vendors, consultants and subgrantees.
  

Events Management

• Assist in planning EMU annual conference
  
• Provide scheduling and note-taking support to Senior Management Team meetings when requested
  
• Assist in organizing speakers, logistics, technical support, and agenda for all Weekly calls
  
• Occasionally manage calendars and high-level meetings for other Senior Management Team