Program assistant, nvppa

The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

This position is open to candidates with existing work authorization in the location where the position is advertised.

Program Background:

The National Virtual Program for Professional Advancement (NVPPA) is a nationwide, fully virtual program through which the International Rescue Committee (IRC) serves newly arrived refugees under a cooperative agreement with the Office of Refugee Resettlement (ORR). Participants receive career navigation, training, job placement support, and direct financial assistance to advance an individualized career goal. NVPPA operates alongside other federally funded programs, such as initial resettlement services and Matching Grant, and is designed to complement rather than replace or duplicate these programs.

Job overview

Program Assistant role provides the administrative backbone for NVPPA's direct financial assistance. Working from requests submitted by Career Navigators, this position is responsible for preparing requests for disbursement: confirming that required documentation is on file, that the requested use of funds aligns with the participant's approved Professional Advancement Plan (PAP) and ORR's eligible use categories, and that the vendor or training provider is an active, appropriately licensed or accredited entity. This role will work closely with the Finance team, Business Operations team, and will report directly to the Deputy Director.

Major responsibilities

• Direct financial assistance processing
• Receive direct financial assistance requests from Career Navigators and prepare them for administrative review and processing.
• Initiate a Purchase Request or Purchase Order (PR/PO) or a non-PO invoice in the system for expense processing.
• Liaise closely with Finance Coordinators to ensure direct financial assistance requests are correctly recorded in the system using appropriate budget codes and accurate client IDs.
• Follow IRC Global Supply Chain protocols and IRC financial controls in all transactions.

• Vendor Management
• Make sure new vendors are created in the system before initiating a direct financial assistance request. This will require completing forms within and outside the system, collecting up-to-date information from the vendors, and ensuring there are no discrepancies.
• Liaise closely with the Master Data Management Team to ensure vendor cards are active and updated.

• Records and reporting support
• Maintain complete and audit-ready financial assistance records for each participant, including request forms, approvals, vendor documentation, invoices, and proof of payment.
• Liaise closely with Career Navigators to ensure a signed client Receipt of Payment is received and kept on file.
• Record assistance transactions and service data accurately and on time in IRC's financial system and in Efforts to Outcomes (ETO), as assigned.
• Flag anomalies, incomplete requests, duplicate requests, or vendor concerns to the Finance Manager and program leadership.

• Coordination and administrative support
• Coordinate with Career Navigators to resolve missing documentation or eligibility questions so that participant requests are not delayed.
• Respond to vendor and training provider inquiries about payment status.
• Attend regularly scheduled virtual meetings as part of the review, evaluation, and program maintenance process.

Job Requirements

• 1-2 years of demonstrated experience in a human services field, preferably in a nonprofit or social services setting.
• Strong written, oral, and interpersonal communication skills, including the ability to build rapport with clients by phone and video.
• Ability to deliver services remotely to clients across states and time zones, protect client confidentiality and sensitive documents, and work independently as part of a fully virtual team.
• Experience managing a high-volume of requests, with strong organization, prioritization, time management, and follow-through.
• Ability to build and maintain productive internal and external relationships.
• Ability to research and navigate workforce, education, and social service systems in unfamiliar local markets.
• Proficiency with Microsoft Office, video conferencing, and remote collaboration tools, and with tracking and reporting information in a database.
• Commitment to anti-racism, ongoing learning, and equitable service to all eligible clients.
• Fluency in spoken and written English.

Preferred

• Undergraduate degree in a related field
• Experience in workforce development, career coaching, or case management.
• Lived experience as a refugee or immigrant.
• Experience with Efforts to Outcomes (ETO).
• Familiarity with credential evaluation, professional licensing, or recertification pathways.

Compensation:

(Pay Rate: $19-$28/hr). Ranges are based on various factors including the labor market, job type, internal equity, and budget. Exact offers are calibrated by work location, individual candidate experience and skills relative to the defined job requirements.

Professional Standards:

All International Rescue Committee workers must adhere to the core values and principles outlined in IRC Way - Standards for Professional Conduct. Our Standards are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Safeguarding, Conflicts of Interest, Fiscal Integrity, and Reporting Wrongdoing and Protection from Retaliation. IRC is committed to take all necessary preventive measures and create an environment where people feel safe, and to take all necessary actions and corrective measures when harm occurs. IRC builds teams of professionals who promote critical reflection, power sharing, debate, and objectivity to deliver the best possible services to our clients.

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Benefits:

IRC offers a comprehensive and competitive benefits package. Highlights include 10 paid sick leave, 10 U.S. holidays, 20-25 generous paid time off based on role and tenure, medical insurance starting at $163/month, dental starting at $6.50/month, and vision starting at $5/month, flexible spending accounts (healthcare, dependent care, and commuter), a 403(b) retirement savings plan with employer match (immediate vesting) along with a non-elective employer contribution based on age and years of service (3-year vesting), disability and life insurance, and an Employee Assistance Program (EAP) offering confidential counseling and support services for employees and their families.

Equal Opportunity Employer:

IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.