Operations Manager

SCOPE OF WORK: 

The Operations Manager 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, Regional Safety & Security, Regional IT and Global Facilities. The Operations Manager manages warehouse staff, interpreters, and the reception administrative assistant. 

RESPONSIBILITIES:

• Manage interpreters’ schedules, facilitates communication between employees and interpreters.
• Manages and supervises one supply chain specialist and one inventory specialist.
• Manages and supervises activities related to the front desk and the administrative assistant.

Interpreters:

• Responsible for the onboarding and offboarding of interpreters.
• Facilitates training of interpreters to ensure compliance with confidentiality and professionalism.
• Approves time and effort reports.

Safety & Security—S&S:

• Serve as the office primary focal point for day-to-day S&S matters.
• Responsible for 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 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 organizations and partners, 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 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.
• 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 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.
• Support program teams in meeting their match goals.
• Ensure policy compliance for the fleet of IRC-owned vehicles and oversee their maintenance and usage.

Facilities Management:

• Manage office and equipment leases, coordinate repairs and improvements with property managers, and lead the procurement of office equipment.
• 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.
• Responsible for coordinating on- and off-site storage needs.

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.

Job Requirements:

Education:

• Undergraduate degree in business, non-profit management, public administration, or others related field preferred.

Work Experience:

• At least five years of related professional experience; preferably with refugee services and in 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.

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: 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. 

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