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Operations Coordinator

United States

Opportunity Deadline

29/04/2024

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Job Description

req49609
3 Year
Male, Female, Both
Bachelor Degree
United States

Job Description

Overview 

The Operations coordinator is responsible for the coordination of operational functions for the IRC in Virginia offices, resulting in a well-functioning, compliant environment for staff, clients, and partners.  This position serves as the primary liaison for HQ Regional Functional Leads, and as the local leader for safety and security, supply chain and inventory management, facilities management and reception, and information technology. The Operations Coordinator manages the operations team including receptionists and operations specialist.

 

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.

Preferred experience & skills: Prior people management experience preferred.

Working Environment:  

  • A combination of standard office environment, remote work, and ‘field’ time within the service delivery area to perform the above outlined responsibilities.
  • May require occasional weekend and/or evening work.

 

Compensation: Posted pay ranges apply to US-based candidates. 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.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.

Equal Opportunity Employer: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

US Benefits: We offer a comprehensive and highly competitive set of benefits. In the US, these include: 10 sick days, 10 US holidays, 20-25 paid time off days (depending on role and tenure), medical insurance starting at $145 per month, dental starting at $7 per month, and vision starting at $5 per month, FSA for healthcare, childcare, and commuter costs, a 403b retirement savings plans with up to 4.5% immediately vested matching contribution, plus a 3-7% base IRC contribution (3 year vesting), disability & life insurance, and an Employee Assistance Program which is available to our staff and their families to support counseling and care in times of crisis and mental health struggles.

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