Operations Manager

Requisition ID: req47174

Job Title: Operations Manager

Sector: Operations

Employment Category: Regular

Employment Type: Full-Time

Compensation: USD 66,500.00 – 76,000.00 Annually

Location: Denver, CO USA

Work Arrangement: In-person

Job Description

Thisopportunity is open to current IRC staff only.

Job Overview: The Operations Manager (OM) is responsible for the direct or indirect oversight and coordination of all operational functions in an office, resulting in a well-functioning, compliant operational environment. The Operations Manager serves as the primary liaison for HQ Regional Functional Leads including Supply Chain Advisor (SCA) within Global Supply Chain (GSC), Regional Safety & Security Director (RSSD), Regional IT Director (RITD) and Global Facilities Director (GFD). The Operations Manager usually manages other staff and is responsible for at least one large or multiple work sites.

Major Responsibilities:

Safety & Security (S&S)

• Serve as the offices primary focal point for day-to-day S&S matters.
• Maintain all office S&S documentation and ensure implementation of the Security Management Plan (SMP) and other S&S policies and protocols.
• Organize all-staff S&S meetings and training sessions, including at least one emergency evacuation exercise per year and other appropriate trainings informed by Security Risk Assessment findings.
• Cascade HQ and/or office security warnings and advisories to staff, interns, and volunteers as needed.
• Report all S&S incidents involving covered persons in accordance with established protocols.
• Coordinate immediate incident management including filing police reports.
• Build and maintain strong relationships with other S&S actors or stakeholders, including but not limited to community partners, local authorities, security and rescue services, and property owners.
• Assist in the development of office-specific S&S onboarding materials, ensuring the provision of S&S briefings to new staff and covered persons.

Supply Chain (SC)

• Serve as the offices 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.
• Lead the bidding process, including request for quotation process, request for proposal process, tender evaluation, and facilitating procurement committee functioning.
• Manage relationships with suppliers and vendors. Maintain up-to-date supplier and vendor records.
• Manage 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.
• Support program teams in meeting their match goals.
• Ensure policy compliance for the fleet of IRC-owned vehicles and oversee their maintenance and usage.
• Maintain office equipment/ supply inventory and In-Kind Data base for the office using relevant software such as Integra. In collaboration with the Senior Budget and Finance Manager, ensure inventory reconciles with financial reports.
• Create, monitor, and maintain data for external partners and vendors. Ensure compliance with Anti-Terrorism Convention (ATC) check policies.
• Establish and manage inventory control for office supplies, stationery and other admin consumables and distribute items upon request, following a formal requisition; assess and continuously monitor the consumption of office supplies as their being requested by staff.
• Support broader organizational efforts to advance supply chain practices and capacity, including serving on procurement committees and participating in other fora.

Facilities and Fleet Management

• Manage office and equipment leases, coordinate repairs and improvements with property managers, and lead the procurement of office equipment.
• Coordinate workspace allocation and support related employee lifecycle needs such as building access.
• Support smooth functioning of office infrastructure including communications equipment and services.
• Manage use of facilities within the office and building facilities for meetings, events, and other purposes.
• Oversee on- and off-site storage needs.
• Support the Executive Director on office and warehouse operations growth and expansion plans.
• Maintain fleet log record and van maintenance. Work with GSC to expand fleet procurement needs.
• Liaise with building management for maintenance and upgrade requests.
• Maintain office stock of supplies for general purposes and to ensure a safe workplace environment.
• Oversee front desk client service experience.

Information Technology (IT)

• Serve as the offices focal point for IT and communications infrastructure, hardware and software.
• 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 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, IT procurement and asset management, acceptable use of IT resources, and software procurement.
• Support smooth functioning of communications and IT equipment and services.
• Track and manage office IT hardware inventory and software agreements.

Other Duties:

• Supervise the Operations team in accordance with IRCs People Manager standards, including hiring, coaching, and mentoring, providing ongoing feedback, conducting annual performance evaluations, supporting professional development, managing performance, and taking disciplinary actions as needed.
• Identify and respond to needs for targeted training and professional development for Operations.
• Coordinate with the Senior Finance and Budget Manager to manage administrative expense reports.
• Develop and strengthen partnerships with all operations-related teams and functions across RAI.

Job Requirements:

Education

Undergraduate degree in business, non-profit management, or a related field preferred.

Work Experience

• At least 5 years of related experience, preferably in a non-profit or social service environment.
• At least 2 years of experience supervising and managing diverse staff.
• Experience working in a cross-functional, matrixed organization strongly preferred.

Demonstrated Skills & Competencies

• Demonstrated ability to promote an organizational culture that reflects IRCs core values of service, accountability, integrity, and equality.
• Ability to lead in a way that recognizes that IRCs work is best accomplished through the true collaboration of individuals from many cultures with a great variety of skills and perspectives.
• Strong relationship building, diplomacy and networking skills; ability to effectively build internal and external relationships.
• Demonstrated ability to work with deadlines and lead multiple priorities and complex logistics in a fast-paced environment.
• Demonstrated success working and communicating effectively in a multi-cultural environment.
• Self-starter with excellent problem-solving skills combined with the proven ability to prioritize and manage time effectively.
• Superb organization, planning, and logistical skills.
• Attention to detail and accuracy in work product.
• Fluent in English, both spoken and written.
• Proficient in Microsoft Office applications (Word, Excel, Outlook); ability to use the internet and other digital tools for data entry, research, and problem-solving purposes.
• Knowledge of state and federal donor compliance regulations is a strong plus.
• Able to lift 50 lbs. safely.
• Valid drivers license and access to a reliable, insured personal vehicle.

Work Environment:

• This in-person position moves between a standard office environment and a warehouse environment.
• Occasional weekend and/or evening work is required.
• This role entails periodic travel in and around the Denver metro area to attend meetings, carry out the responsibilities outlined above, and represent the IRC with donors, partners, and vendors.
• Staff are required to adhere to IRCs COVID risk mitigation policies, which may include masking, physical distancing, enhanced hygiene practices, symptom screening, and isolation and quarantine when needed. IRC policies may be stricter than federal, state, or local level policies.

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.