Operations Coordinator

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Description

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JOB OVERVIEW:

The Operations Coordinator is responsible for the direct or indirect oversight and coordination of operational functions in an office, resulting in a well-functioning, compliant operational environment. The Operations Coordinator serves as a support to the Operations Manager and fills in as a liaison when the Operations Manger is out of office for HQ Regional Functional Leads including Regional HR Partners (RHRP), Supply Chain Advisor (SCA), Regional Safety & Security Director (RSSD), Regional IT Director (RITD) and Global Facilities Director (GFD). 

Major Responsibilities:

Supply Chain—SC:

• Serve as the office’s primary focal point 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.
• Manage relationships with suppliers and vendors.
• Maintain up-to-date supplier and service provider records. Maintain asset register and inventory lists of purchased and donated items. Establish and manage inventory control for office supplies, stationery, and other consumables. In collaboration with the Finance Manager, ensure inventories reconcile with financial reports.

Safety & Security—S&S:

• Support the Operations Manager in day-to-day S&S matters.
• Assist in the implementation and maintenance of all office S&S documentation.
• Organize all-staff S&S meetings at office or program site.
• Organize a minimum of one emergency evacuation exercise at office or program site level per year and other appropriate training informed by Security Risk Assessment findings.
• Cascade HQ and/or office security warnings and advisories to staff, interns, and volunteers as needed.
• Assist in the development of office-specific S&S onboarding materials, ensuring the provision of S&S briefings to new staff and covered persons.

Facilities Management:

• Manage office and equipment leases, coordinate repairs and improvements with property managers, and lead the procurement of office equipment.
• Assist the allocation of workspaces and support related employee lifecycle needs such as building access.
• Support the smooth functioning of office infrastructure including communications equipment and services.
• Responsible for coordinating on- and off-site storage needs.

Information Technology—IT:

• Support Operations Manager 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 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.

Administrative Support: 

• Support with setting up IT for new hires and updating inventory supply list. 
• Act as a liaison to program managers to support Match allocations and projections. 
• Work closely with the Deputy Director on administrative duties and responding to HQ asks regarding office needs or programs. 
• Support in planning logistics for RAI All-Staff Pause Days. 
• Other duties as assigned.

Job Requirements:

• Undergraduate degree in business, non-profit management, public administration, or other related field preferred
• At least three years of related professional experience; preferably with a non-profit or social service environment
• Experience supervising staff preferred
• Demonstrated ability to work with deadlines and lead multiple priorities in a fast-paced environment
• Good interpersonal communication skills and ability to effectively work in a multi-cultural work environment
• Knowledge of state and federal donor compliance regulations is a strong plus
• Fluency in English, written and spoken

Source: https://rescue.csod.com/ux/ats/careersite/1/home/requisition/52259?c=rescue

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