Operations Coordinator

• Country: Richmond, UK
• No of vacancies: N/A
  
• Salary: N/A 
• Organization: IRC
• Gender: Both 
• Deadline: N/A

Major Responsibilities: 

Safety and Security (S&S)

• Serve as the office’s primary focal point for day-to-day Safety and Security (S&S) matters.
• Build and maintain strong relationships with other S&S actors or stakeholders, including but not limited to community organizations and partners, authorities, security and rescue services, and property owners.
• Develop and maintain the office’s Safety and Security plan. 
• Coordinate immediate incident management including filing police reports.  Report S&S incidents involving covered persons to the Director of Safety and Security in accordance with established protocols.
• Develop office-specific S&S onboarding materials, ensuring the provision of S&S briefings to new staff and covered persons.
• Organize a minimum of one emergency evacuation exercise at office or program site level per year and other appropriate trainings informed by Security Risk Assessment findings.

Information Technology (IT)

• Serve as the office’s primary focal point for IT and communications infrastructure, hardware, and software matters.
• Educate staff about IT support resources, including appropriate channels for incident reporting.
• Work with regional and HQ IT team to address any internet or telecommunications service disruptions, liaising with local internet and telecommunications service providers.
• Escalate any unresolved incidents or larger-scale IT projects (such as office moves or expansion) as needed.
• Ensure compliance with IT protocols, policies, and procedures including information security policy, IT procurement and asset management policy, acceptable use of IT resources policy, and new software procurement protocols.
• Other duties as assigned.

Supply Chain & Inventory Management

• Serve as primary point of contact for procurement, asset and inventory management, in-kind donations tracking and reporting, vehicle fleet management and transportation, and warehousing in accordance with established organizational and donor requirements.
• Lead the bidding process, including requests for quotations process, request for proposal process, tender evaluation, and facilitating procurement committee functioning.
• Manage relationships with suppliers and vendors. Maintain up-to-date supplier and service provider records.  
• Manage vendor billing/invoices in coordination with Finance team. 
• Coordinate fleet management in accordance with established protocols.
• Manage office inventory and assets, including contributions in kind. In collaboration with the Finance Manager, ensure inventories reconcile with financial reports.
• Manage the on- and offsite storage of goods intended for distribution to IRC clients. Label, organize, and track items, and ensure storage facilities are well-secured and maintained. 
• Carry out physical inventory counts as needed. Ensure accurate recordkeeping to track incoming and outgoing inventory and maintain thorough records within IRC’s data management systems. Provide accurate and up-to-date digital and physical inventory records for regular reporting purposes.

Facility Management

• Manage office and equipment leases, coordinate repairs and improvements with property managers as needed.
• Coordinate the allocation of workspaces and support related employee lifecycle needs such as building access.
• Support smooth functioning of office infrastructure including communications equipment and services.
• Assist with planning and coordinating office events and meetings.

Staff Management

• Provide leadership, development support and supervision to operations staff by providing individual supervision, coaching and goal setting; managing workload and prioritizing tasks; and helping staff troubleshoot challenges.
• Ensure compliance of self and operations team with all policies, procedures, and protocols of the agency.
• Supervise Receptionists in each office and Operations Specialist.  Ensure reception coverage in each office during regular business hours. 

Job Requirements: 

Work Experience: 3 years demonstrated record of success in managing and improving the daily administrative functions of an organization.

Demonstrated Skills and Competencies: 

• Highly organized self-starter with demonstrated problem-solving and follow-through ability, and proven success in managing multiple and diverse priorities under pressure.
• Strong analytic problem-solving skills with attention to detail.
• Ability to troubleshoot basic IT issues.
• Excellent verbal and written communication skills as well as an overall ability to be clear and concise in all communications.
• Strong organizational and time-management skills; proven ability to prioritize and deliver on time in a demanding, fast-paced environment. 
• Ability to work both independently and in a dynamic, cross-functional global team structure.
• Highly proficient in Microsoft Office suite.
• Demonstrated ability to promote an organizational culture that reflects IRC’s core values of service, accountability, integrity, and equality.  Ability to lead in a way that recognizes that IRC’s work is best accomplished through the true collaboration of individuals from many cultures with a great variety of skills and perspectives.
• Demonstrated ability to work effectively with stakeholders at all levels.
• Ability to manage and work through change in a proactive and positive manner. 
• Ability to work some evenings and weekends as needed. 
• Valid driver’s license, access to reliable vehicle with current insurance, and the ability to travel as needed to the non-resident office.

Education:  Bachelor’s degree or equivalent directly related experience required.  

Language Skills: Fluency in English required.

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