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 a…