Senior Operations Coordinator (National Position)
Requisition ID: req7212
Job Title: Senior Operations Coordinator (National Position)
Employment Category: Fixed Term
Employment Type: Full-Time
Open to Expatriates: No
Location: Bangkok, Thailand
Background/IRC Summary: The IRC has a rich history of assisting refugees to apply for U.S. resettlement, from its founding in 1933 to help vulnerable individuals escape Nazi-occupied Europe, to pioneering the Joint Voluntary Agency which assisted Indochinese refugees for 22 years, to operations in Croatia, Sierra Leone and Sudan. Over the years, IRC has processed some half million refugees worldwide for U.S. resettlement.
Based in Bangkok with field offices in Malaysia and Thailand, the Resettlement Support Center (RSC) assists persons throughout Asia seeking permanent resettlement in the United States. RSC prepares refugee applications for the U.S. Refugee Admissions Program, provides information to resettlement agencies about arriving refugees and offers cultural orientation training to those refugees bound for the U.S.
Job Overview/Summary: The Senior Operations Coordinator is responsible for providing primary oversight and hands-on support to the RSC Director and Deputy Director in regards to Operations/Administrative support functions, particularly in interfacing with the Thailand Operations support staff. This includes working closely with Supply Chain, Safety and Security, IT and general administrative support to ensure RSC program requirements are met.
Budget and Fiscal Management:
-Work closely with the RSC Director and Deputy Director, Finance and HQ to develop the annual RSC budget in coordination with relevant RSC budget holders
-Work closely with the RSC Director to regularly monitor the full RSC Asia budget (both Malaysia and Thailand portions) in the BvA application
-Ensure budget holders develop and regularly update spending plans in both Malaysia and Thailand
-Participate in monthly BvA meetings, as well as grant opening and closing meetings
-Review and/or authorize financial documents as per the IRC Thailand Authorization Schedule
General Operations Support:
-Act as the Engagement Manager for coordination of donor required IT security audit (both internal and external) by serving as the single point of contact for scheduling, planning, document requests and management, as well as administrative and other logistical matters; work with local program and IT staff to initiate and manage any remediation plans
-Serve as the primary RSC focal point for the rollout of Integra, the IRC’s new Enterprise Resource Planning (ERP) software application
-Act as the primary liaison between the RSC program and the Thailand Operations/Admin team (shared program cost staff) to ensure timely sharing of information and understanding of policies and procedures
-Assist the RSC Director and Deputy Director to ensure that Operations and Administrative policy and procedures is developed and cascaded in a consistent manner to RSC program staff in both Malaysia and Thailand
-Participate in regular meetings with the IRC Thailand operations staff.
-Work closely with the RSC Director to ensure compliance with operational and legal matters.
Supply Chain Support:
-Act as primary liaison between program staff and Supply Chain for communications related to procurement activity
-Ensure the development and regular updating of procurement plans for the RSC program in both Malaysia and Thailand
-Meet with Supply Chain staff at least quarterly to review the RSC procurement plan and ensure necessary follow-up and support to meet agreed upon delivery timelines and timely renewal of contracts
-Ensure authorization of procurement actions as listed within the IRC Thailand Authorization Schedule
-Assist program staff to understand and apply both IRC global and donor procurement policies, working with Supply Chain to conduct trainings as needed
Safety and Security:
-Act as the primary Safety and Security focal point for RSC regional travel
-Coordinate and collaborate as needed with both Malaysia and Thailand Security Focal Points to:
-conduct security orientations for new staff and visitors
-respond to security incidents
-ensure timely communication to staff in response to incidents/emergencies
-assist with review and updating of the IRC Malaysia and IRC Thailand Security Management Plans on an annual basis
-coordinate with the Thailand DDO on monthly safety and security reporting.
-Assist in enforcing all policies relating to safety and security (including vehicle and transport policies) with both staff and visitors
Participate in management meetings and trainings
Cultivate strong collaboration for efficient execution and quick troubleshooting of cross-departmental business processes
Represent the IRC and RSC positively and professionally in both internal and external relations and situations
Adhere to and serve as a role model of the IRC Way Standards for Professional Conduct
Other duties as assigned
Key Working Relationships:
Position Reports to: Director, RSC
Position directly supervises: Program Support Coordinator
Indirect Reporting: Senior Regional Safety and Security Advisor
Deputy Director, Malaysia
Other Internal and/or external contacts:
Internal: RSC Program staff; Operations staff in both Malaysia and Thailand as well as Regional/HQ Operations support
External: Visitors, including donors and HQ Staff; IOM and UNHCR Operations staff
University degree, preferably in logistics, management, administration or other relevant field; advanced degree is preferred. Equivalent combination of education and direct experience will be considered.
-Minimum of five years relevant work experience, including oversight of operations and administrative support areas (Finance, HR, IT, Safety and Security and/or Supply Chain)
-Prior staff management experience is preferable -Prior work experience in social services, non-profit or NGO environment highly beneficial
Demonstrated Skills and Competencies:
-Excellent time management with the ability to work under pressure/respond to urgent requests
-Good general knowledge of Supply Chain, Administration, Finance, HR, IT and Safety and Security functions
-Highly organized, with strong task prioritization skills
-Self-starter with the ability to work independently with minimal supervision
-Excellent interpersonal and communication skills
Language and Computer Skills:
-Computer literate with fluency in Microsoft Office applications
-Able to type a minimum of 40 words per minute
-Fluency in both written and spoken English and Thai
Certificates or Licenses:
Although these are not requirements, IRC would prefer candidates with these qualifications:
-Experience in a multi-cultural or internationally diverse workplace
-Previous experience working with refugees or other vulnerable populations
The position will be based in the IRC office in Bangkok, with occasional travel to field offices. While primarily operating in a standard office work environment, the position may necessitate both domestic and international travel to support program delivery throughout the region. A valid passport and the ability to acquire US and other visas, as necessary, is a requirement.
The employee is required to adhere to the “IRC Way” for professional conduct, as well as to be in compliance with all relevant Policies and Procedures while carrying his/her duties.
All applications will be treated confidentially and not returned. The IRC considers all applicants on the basis of merit without regard to race, national origin, religious beliefs, sexual orientation, age, marital status or physical or mental disability. The IRC is an equal opportunity employer.