Operations Manager

tendersglobal.net

Job Overview: Under the supervision of the Site Director, and the guidance of the Deputy Director of operations, the Operations Manager is responsible for the direct or indirect oversight and coordination of all operational functions in the office, ensuring a well-functioning, safe, and compliant environment. The Operations Manager serves as the primary liaison for IRC HQ’s Regional Functional Leads, including Supply Chain, Safety & Security, IT, and Global Facilities. This position oversees office facilities and fleet. The Operations manager will coordinate closely with office program managers, HQ technical units, and with the Seattle Operations Team to support efficient and effective client service delivery, safety & security of staff and clients, and general compliance of policies and procedures.

Major Responsibilities:

General Office Operations

Supervise Spokane operations staff and volunteers.
Manage office operations and growth.
Serve as focal point for property management and oversee lease agreements and changes.
Ensure safe and reliable facility operation including all regular and preventative building maintenance per lease requirements, manage seasonal grounds maintenance work or contracts, prompt reporting of equipment failure and coordination of repair with property manager.
Responsible for smooth functioning of office infrastructure including, but not limited to, communications and IT equipment/services.
Train staff on general office operational protocols and procedures (Safety & Security, Procurement, In-Kind Donation)
Manage off-site and on-site storage and oversee any potential future expansion.
Work with supervisors to support onboarding of new staff, including provision and set up of work equipment, access to systems and technology, and orientation to the office and assets.
Ensure IRC safeguarding policies are followed by staff, vendors, and volunteers.
Participate in all staff meetings, training and other duties as assigned.

Safety and Security (S&S)

Serve as the office’s primary focal point for day-to-day S&S matters.
Coordinate immediate incident management including filing police reports. Report S&S incidents involving covered persons in accordance with established protocols.
Manage office-specific S&S onboarding materials, ensuring the provision of S&S briefings to new staff and covered persons.
Facilitate at least one emergency evacuation exercise at office or program site level per year and other appropriate training informed by Security Risk Assessment findings.
Oversee the development and delivery of office-specific S&S onboarding materials and train new staff and other covered partners in the SOPs.

Finance and Inventory Management

Serve as primary point of contact for procurement and supply chain for Spokane office. Order supplies, equipment etc. in accordance with supply chain and financial compliance guidelines.
Manage vendor billing/invoices in coordination with the Finance team and Site Director.
Support the Operations Specialist for all inventory aspects for both procured and donated. Provide monthly, regular reports and complete bi-annual inventory checks, per IRC best practices.
Lead the bidding process, including request for quotation process, request for proposal process, tender evaluation, and facilitating procurement committee functioning.
Oversee asset maintenance and tracking, documented and reported for all IRC assets, inventory and equipment at least every end of fiscal year.
Collaborate with the IRC WA Operations team as well as the regional GSC manager to migrate and implement a new inventory management protocol for procured goods, from inflow to Integra.
Train and manage assigned volunteers to assist in inventory and data management in Integra and IRC systems.
Complete all Integra required protocols and documentation for inventory entering and exiting the warehouse, as well as CIK received.
Support cross-functional Integra implementation and improvement projects within the operations team and other programs.
Complete all back-end documentation in Integra and monthly reports.
Support program teams in meeting their match goals.

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.
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.

Community Engagement & Donation Tracking

Maintain a cooperative relationship with staff and community partners to solicit contributions in-kind (CIK).
Streamline the collection and distribution of CIK, in collaboration with the direct service team and to meet specific program requirements and targets.
Upon request, represent IRC at local meetings, seminars, forums, and other community outreach opportunities.
Maintain a database of received in-kind goods and issue tax-receipts when requested.
Proactively support programs to comply with their match reporting requirements throughout the year to meet their match goals.

IRC Vehicle Fleet

Coordinate administrative functions and maintenance for IRC vehicles.
Provide training and oversight of staff usage of vehicles.
Provide input and feedback to Site Director and Operations Director on vehicle issues.

Key Working Relationships:

Position Reports to: Site Director with dotted line to Operations Director

Other Internal and/or external contacts:

Internal: Resettlement Team, Employment Team, Immigration Team, Youth Program Team, Health & Wellness Team, Development Team and Finance Team.

External: Vendors, Volunteers, Interns, and Key Community partners

Requirements:

An undergraduate degree or the equivalent in professional work experience.
Fluency in written and spoken English.
Three+ years of related professional work experience in a non-profit or other social service environment.
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.
Committed to anti-racism and continual learning and growth.
Demonstrated success achieving goals and communicating effectively in a multi-cultural environment.
Excellent interpersonal skills. A professional, friendly, and courteous attitude is a must.
Computer literacy, database experience.
High level of flexibility, able to adapt to shifting priorities.
Ability to drive a vehicle, access to a reliable vehicle and must have proof of insurance and a valid driver’s license.
Ability to safely lift 50 lbs.

Working Environment:

Standard, professional office environment
May require occasional weekend and /or evening work.

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.

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: The IRC offers a comprehensive and highly competitive set of benefits. All US employees are eligible for sick time, a 403b retirement savings plans: up to 4.5% immediately vested matching contribution, plus an 3-7% additional IRC contribution, and an Employee Assistance Program which is available to our staff and their families to support in times of crisis and mental health struggles.

In addition, full-time employees are eligible for 10 US paid holidays, 20-25 paid time off days, disability & life insurance, medical, dental, and vision insurance (employee contribution starting at $135, $7, and $5 per month respectively) and FSA for healthcare, childcare, and commuter costs. Part-time employees are eligible for a proportionate amount of paid time off. These additional benefits apply to employees who work at least 6 months within a 12-month time period.