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Senior Operations Manager

IRC - International Rescue Committee

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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 50 countries and more than 25 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.
The IRC worked in Haiti from 2010 through 2016, initially launching an emergency response to the earthquake and later delivering child protection, water and sanitation, health, women’s protection and empowerment, and economic recovery programs in Port-au-Prince and beyond. Even with the closure of its country office in 2016, the IRC has continued to provide operational, technical, and financial support to a small number of Haitian NGO partners, including in response to the 2021 earthquake. Haiti was identified as one of 20 countries at greatest risk of a major new—or significantly worsened—humanitarian crisis over the year ahead in IRC’s 2023 and 2024 Emergency Watchlist given its political instability, gang violence, rising food insecurity, disease outbreaks, and climate shocks that could drive rapid escalation of the humanitarian crisis. In early 2023, IRC re-opened its Haiti operations and scaled up its emergency response with a fully partner-led response in Port-au-Prince and surrounding communities. The focus has been on neighborhoods highly affected by gang violence as well as limited access to healthcare and services for survivors of violence and/or cholera hotspot issues.  IRC is also engaging with partners in the Artibonite and Ouest Departments to service unmet needs in those areas.
The IRC Emergency Humanitarian Access Unit (EHAU) led the initial emergency responses and support establishing a country program that can be fully transitioned under the Latin American (LATAM) region  
Job overview
The Senior Operations Manager (OM) will assist the Head of Office in setting up appropriate facilities and services to support IRC’s humanitarian work in Haiti. These facilities include functional workspaces/offices and accommodation, ensure appropriate and timely maintenance and any recommended security upgrades that may be required to meet IRC standards.  The Senior OM will supervise a small team to provide support in the following areas: Procurement, inventory & asset management, transportation, administration, office services, and implementation of safety and security standards. The incumbent will also support the implementation of programs run by IRC partners and provide them with appropriate support. 
The incumbent will directly supervise the Security Access Officer, Procurement Manager and Logistics Assistant and the security guards. He/she will work closely with the Partnerships Finance Manager and the Programs and Partnerships Manager. The position is based in Port-au-Prince, with possible travel to other parts of the country.  He/she reports to the Haiti Head of office.
Specific responsibilities
Global Supply Chain
•With technical support from emergency and regional supply chain directors, develop and institute relevant GSC policies and procedures (SOPs) for Haiti operations.
•Responsible for all procurement of good and services for the country office.  Ensure appropriate support documents and auditable records, including receipts, invoices, delivery reports and contracts for all transactions.
•Responsible to update the shared program cost of operating budget and spending plans in collaboration with Partnership Finance Manager.
•Support the implementation of IRC’s partners implementation programs.
•Conduct procurement of goods and services needed to support staff, office operations, guesthouses and other IRC facilities in Haiti.
•Conduct regular market surveys in key procurement categories to ensure that IRC is receiving best value for money. 
•Implement and direct IRC standard Vehicle policies and procedures, with particular attention to safety and security issues.
•Manage and be accountable for the vehicle fleet, sourcing and contracting rental vehicles to meet programs and operations needs  
•Evaluate, manage and monitor drivers.
•Ensure that appropriate vehicle movement and tracking systems are in place 
•Ensure the timely routine maintenance and repair of vehicles and generators are undertaken.
•Ensure that all vehicles carry the required on-board documentation and that all documents are kept current (including insurance).
•Ensure that all vehicles carry log books that are accurately filled out by drivers and passengers
• Ensure that appropriate daily, weekly and monthly vehicle movement and tracking systems are in place.  
•Ensure that vehicles and generators undergo routine maintenance and repair in a timely manner. Ensure that all vehicles have the required documentation on board and that all documents are kept up to date (including insurance). 
•Ensure that all vehicles have logbooks accurately completed by drivers and passengers. 
•Ensure that assets, property and supplies are tracked and used exclusively for legitimate purposes, efficiently and in compliance with donor regulations, while adhering to the guidelines and procedures set out in the Asset and Inventory Manual. Asset and inventory management systems must be established at the start of a program.   
•Responsible for ensuring that all assets and inventories are controlled to guarantee efficient maintenance and prevent loss and theft.  
•Responsible for submitting all required weekly, monthly, quarterly and annual reports according to the schedule already established by the global and local supply chain departments.  
Administration
• Manage office and guest house leases and ensure that all facilities are adequately equipped (furniture and equipment) for current and anticipated future staffing needs. 
•Ensure timely payment of all leases, utility bills and applicable taxes to the relevant parties. 
•Coordinate acquisition of work permits, visas and other travel documents for international staff. 
• Ensure due diligence checks for suppliers, vendors and service providers, and carry out site visits as required. 
•Manage contracted and authorized suppliers in terms of quality, delivery times, value for money, etc. 
Safety and Security
•Stabilize operational presence throughout the duration of the mission; maintaining living/working space and transportation (confirming contracts and reservations), and continuously reviewing security and comms protocols to ensure staff safety and security with technical support from Regional Safety and Security Director for Latin America (RSSD) and ERT Safety and Security Coordinator
•Support the Head of Office in managing critical incidents, escalating and reporting all incidents to the RSSD and global security leadership according to the crisis management matrix.  
Other
•Any other relevant duties as assigned by supervisor. 
Job requirements
•Excellent professional experience with a minimum of 3 years’ professional experience in the field, including leading multi-sector humanitarian programs in complex operational environments.  
•Knowledge of standard procurement procedures and practical processes (IRC or NGO experience preferred). 
• Ability to negotiate and work with local suppliers, service providers, government agencies, partners and civil society. Experience in organizational capacity building and partnership building preferred. 
•Ability to develop networks and build strong working relationships, as well as diversify program resources.   
•Experience in managing security in a complex and rapidly changing context. 
•Ability to multi-task and problem-solve under tight deadlines to produce quality results. 
•Fluency in French and Haitian Creole. Professional command of English is an asset.
 Working Environment: IRC’s office in Port-au-Prince with local travel to partner project sites as security and access permit.

Standard of Professional Conduct:The IRC and the IRC workers must adhere to the values and principles outlined in the IRC Way – our Code of Conduct. These are Integrity, Service, Accountability, and Equality.


Commitment to Gender, Equality, Diversity, and Inclusion: The IRC is committed to creating a diverse, inclusive, respectful, and safe work environment where all persons are treated fairly, with dignity and respect. The IRC expressly prohibits and will not tolerate discrimination, harassment, retaliation, or bullying of the IRC persons in any work setting. We aim to increase the representation of women, people that are from country and communities we serve, and people who identify as races and ethnicities that are under-represented in global power structures.

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