Scope
The Program Manager’s primary responsibilities focus on monitoring, logistical, and information management tasks. The Program Manager for Resettlement works in close collaboration with the Director for Resettlement and the three Program Officers. The position reports to the Director for Resettlement.
Essential Job Functions
- Programmatic Monitoring
- Prepare monitoring follow up reports through desk monitoring activities, analysis of findings, and development of recommendations.
- Ensure internal monitoring procedures meet standards outlined in funder guidelines; recommend updates and changes at least annually to align with requirements.
Gather and analyze relevant data prior to monitoring visits to inform monitors of key programmatic and operational characteristics of the office.
Support monitors with drafting and editing of written monitoring reports.
Support preparations for funder monitoring of IRC HQ.
- Manage monitoring calendar and deadlines to ensure adherence to established timelines and donor requirements.
Conduct on-site monitoring, as assigned.
Proposal Development and Donor Reporting
Support proposal development by gathering data, drafting and editing annual proposal materials.
Review and edit proposal submissions from field offices for inclusion in national proposals.
- Support program officers with gathering data, drafting and editing quarterly, semi-annual, and annual reports to funders.
Submit funder reports and proposals through required systems.
Information Management
Solicit content, draft, and coordinate review of monthly resettlement programs newsletter to US Programs HQ and field offices.
Prepare annual program announcement implementation plan and update throughout year as new program announcements are distributed
- Coordinate submission of annual staff training plans from each field office; review for compliance with donor requirements
- Liaise with Regional Teams to ensure timely and complete submissions of Quarterly Consultation Reports.
- Manage retention of documents and correspondence on network drives for record keeping and donor monitoring.
- Manage intranet pages (RescueNet) to ensure information is organized and up-to-date
At direction of program officers, respond to inquiries from the field in resettlement inbox and/or refer to program officer for response
Logistical Support
Provide travel and logistical support to monitors for monitoring trips and other resettlement program travel.
Review resettlement programs travel budget and expenses to prevent under/overspending
- Schedule and provide logistical support for meetings, trainings, and conferences
- Perform for various administration functions:
- Time & Effort reporting and leave requests
- Support financial processes, such as reimbursement requests (TERs), new vendor forms, accounts payable, etc.
- Manage supply orders.
- 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);
- 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
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