TITLE: Desk Officer – Hurricane Response and Recovery Program
DEPARTMENT: Emergency Programs
LOCATION: Stamford, CT
REPORTS TO: Director, Emergency Response
DURATION: 12 months, potential extension
STARTING DATE: Immediate
SUMMARY:
The Desk Officer – Hurricane Response and Recovery Program is the primary point of contact between Americares field team in the areas of intervention and headquarters in Stamford. The Desk Officer is responsible for providing daily administrative support to the field offices and ensuring that all internal information requests are met in a timely fashion. The Desk Officer also maintains extensive files of activities in the field and ensures that all payment requests are reviewed for accuracy and processed promptly. The Desk Officer is the central data point for all information regarding the Hurricane Response and Recovery Program and maintains all necessary records and reports.
DUTIES AND RESPONSIBILITIES:
Administrative Responsibilities
- Serve as the primary point of contact at Americares for the Hurricane Response & Recovery Program field offices.
- Provide direct administrative support to the Team Leaders and Program Managers.
- Assist with travel arrangements and operational support as needed.
- Maintain program files with critical documents both electronic and hard copy.
- Facilitate the submission and processing of all administrative requirements associated with program implementation, including program documentation, resource tracking, processing payments, tracking of donor requirements, and all necessary reporting.
- Generate and maintain program summaries for all new and existing programs.
- Provide program updates to communications and development departments when necessary
- Provide administrative support for new program development activities.
- Coordinate with other Americares departments to facilitate knowledge-sharing and information requests, and ensure field issues are addressed in a timely fashion.
- Coordinate with relevant departments to provide accurate information to field regarding Americares HQ policies and regulations
- Represent Americares at relevant meetings, conferences and workshops, as needed.
Position also includes a variety of other administrative duties as assigned.
Finance Responsibilities
- Work with field offices to prepare and review program budgets and coordinate monetary requests from the field offices.
- Ensure adherence to finance policies and procedures.
- Process all purchase orders/payment requests.
- Verify invoices.
Qualifications:
- BA in humanitarian aid, emergency management, social studies, program management or related fields.
- Minimum of 3 years of related work experience.
- Strong organization skills; attention to detail
- Excellent interpersonal skills and strong communications skills;
- Team orientation; balanced focus on personal accountability and team goals