Job Overview
The Education Unit Manager position will provide core administrative and knowledge management support in the areas of event planning, information and education resource management, communications, travel and procurement.
Specific Responsibilities
Administrative Support
Support to Education Unit leadership
Manage the Senior Director’s and Deputy Director’s calendars and assist with scheduling and other administrative tasks, including booking conference rooms, setting agendas, preparing print materials and taking notes for meetings.
Relationship management. Maintain a list of key contacts that includes tracking of engagements/conversations/follow up.
Team Communication- Serving as focal point for information inquiries both internally and externally. Distributing org and team wide information.
Travel. Reserve and book flights and accommodation for Senior Director, procure visas; liaise where necessary with IRC Country Program staff to arrange in-country travel logistics.
Support as needed to Education Unit colleagues
Provide administrative support on purchase requests, Human Resource forms, hiring processes, and on-boarding of new staff (including regular updating of onboarding materials), as well as additional support as needed.
Serve as liaison for Education Unit staff with HQ support departments such as Finance, IT, HR and Global Supply Chain, as needed.
Serve as education unit’s focal point for IRC’s Integra system, and regularly strengthen team capacity to use Integra and other administrative systems.
Procurement and consultants
Serve as the focal point for all procurement requests and payment of consultants.
Manage the administration of procurements, including tracking and initiating requests and processing and tracking payments.
Supervision
Oversee hiring (including drafting JDs), onboarding, and management of education paid interns.
Event logistics
Support logistics for external education events that we convene (1-2 annually) or attend, including:
Comparing and choosing sites for events; liaising with vendors, obtaining quotes for services, reviewing contracts, finalizing all procurement requirements.
Coordinating content, drafting communications materials and correspondences, and overseeing development and dissemination of all event print materials.
Assist with the planning and running of Education’s internal retreats and bi-weekly meetings.
Plan and schedule Education unit meetings including planning all meetings for each month in advance, sending regular reminders and sending out agendas, managing technological needs, ensuring recording, centralizing materials shared in meetings, and taking and sharing minutes.
Knowledge Management
Develop/improve and maintain a system for gathering, organizing and tracking relevant information on education research projects, programs and strategic initiatives, including statistics about our reach.
Maintain a “key facts” document with up-to-date statistics; fact check as needed for external communications.
Maintain and update an education resource library, including regularly engaging with content leads to ensure that all relevant materials are centralized.
Respond to internal information requests, providing existing content and supporting the production of new products (e.g., presentations, fact sheets, website content) as needed.
Serve as the site owner for IRC’s internal education page and make updates as needed; as well as update education fact sheets
Update departmental data on a quarterly basis, including the Education Unit’s organizational chart, country coverage, country visits, international field staff list, and Quarterly Strategic Review.
Maintain and distribute a detailed calendar of team member travel and key events.
Maintain IRC’s knowledge management system of resources, research and tools
Collect and ensure education updates are included in internal IRC communication channels, such as newsletters
Job Qualifications
University Degree in education, communications, international business, international development or relative field required.
Proven skills in administration and logistics, writing and editing a must.
Must be extremely detail oriented and organized, with strong communication skills and the ability to juggle multiple tasks.
Knowledge of key issues in education, particularly in humanitarian and/or development contexts, a plus.
Fluency in English required; proficiency in French, Spanish and Arabic is desired/an advantage.
This role may be done remotely with occasional travel.
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