Operations Support Manager

The International Rescue Committee responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, IRC offers life-saving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in more than 40 countries and in 22 U.S. cities, IRC restores safety, dignity and hope to millions who are uprooted by conflict or disaster. IRC leads the way from harm to home.

BACKGROUND:

The Syria crisis is often described as the worst humanitarian catastrophe since the end of the Cold War. Inside Syria, 7.6 million people are internally displaced and 12.2 million are in need of humanitarian assistance, with 4.8 million in hard-to-reach areas. This is no short-term humanitarian episode. The devastating human consequences of huge numbers of people will endure for decades. IRC is offering a robust humanitarian response to the Syria crisis supported by more than 1,250 staff in the region. IRC is undertaking programs in Syria and the neighboring countries of Turkey, Iraq, Lebanon and Jordan in the fields of health, child protection, education, women’s protection and empowerment, cash assistance, water and sanitation, and livelihood programming. Our work in these challenging settings gives rise to some of the most pressing issues facing contemporary humanitarian action, including questions of access, security, funding and coordination.

JOB OVERVIEW/SUMMARY:

The Operations Support Manager for Syria Country Program will be based in Gaziantep – TURKEY and will oversee the Supply Chain and Admin/finance Staff of the support office and report to both the IRC Representative in Turkey on day-to-day management and to Deputy Director of Operations ( DDO ) in Amman on operations management activities.

The Operations support manager will oversee the service delivery including but not limited to Supply chain and administrative activities, in addition to representations related to operations services or attending other occurrences upon request.

Essentially, s/he is responsible for ensuring that support services are carried out effectively, efficiently, and safely, in furtherance of objectives established by the Turkey Representative and DDO for Syria Country Program, and taking into consideration all internal and external factors affecting the operational environment in Gaziantep – Turkey. It is critical that this person has the ability to operationalize plans, programmatic, rendering results and with a service mindset.

S/he will ensure the timely implementation of quality services in coordination with IRC stakeholders from IRC Syria Country Office in Amman. The scope of services will encompass operations activities related to sourcing from Turkey Market and includes logistics coordination for Cross border supply to Northern Syria. Also to direct the administrative and office management and extend the effort to events for IRC partnership.

KEY RESPONSIBILITIES:

Supply Chain Organization

The Operations Support Manager is responsible for supply chain activities in Gaziantep and coordinates closely with internal and external stakeholders. Supply chain organization includes; provision of procurement management, logistics coordination for cross border supply, maintenance and safekeeping and record IRC office assets and equipment, and finally overseeing IRC fleet and transportation activities.

• Ensure procurement plans are attended by the SC Officer in collaboration with the Supply Chain team in Amman.
• Ensure compliance with IRC and donor policies in the procurement of supplies and assets.
• Ensure review and execution of procurement orders in a timely fashion
• Ensure Implementation of GSC SOPs in Gaziantep office.
• Review procurement documents before payments in collaboration with Procurement staff in Amman
• Ensure all Suppliers/service providers Information, history, and performance are filed and kept confidentially in all offices.
• Identifying fraud and corruption red flags and addresses in a timely manner and report to line manager
• Ensure the Implementation of IRC Asset policies in all IRC Gaziantep office.
• Asset maintenance and tracking, documented and reported for all IRC assets, inventory and equipment at least once in the year as per Asset tracking managed in Amman office
• Physical inventory count acknowledgement as per Inventory Control SOP
• Ensure vehicles leased are in good condition and well maintained, fuel consumption is monitored and review monthly report.
• Utilize the Master Purchase Agreements (MPAs) established, to order goods and services for the administrative needs of the Gaziantep office.

Administration and Office Management

The Operations Management is responsible for administration and office management in Gaziantep, including legal handling and affairs,premises management, event support services, and office staff management

• Legal responsibility to represent the IRC in Gaziantep and handle any inquiries for/ with the governate authorities.
• Supporting IRC Turkey Representative on government affairs including approvals for meetings and workshops …etc
• Office maintenance and its amenities needed for users and guests
• Act as the focal point for landlord formalities and communication, in coordination with the Turkey Representative and Supply Coordinator in Amman.
• follow up on payments related to facilities including common charges and utility bills.
• Support on event planning and service delivery for IRC and partners activities taking place in Gaziantep.
• Manage the driver / admin assistant and delegate duties, in accordance with office business needs
• Work with Admin / Finance Officer on compiling invoices related to operations expenditures and administration and make sure charges are booked.
• Handle petty cash related to operations support including running cost for the office.
• 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 to avoid waste or losses.
• Support the planning and organization of conferences and meetings as needed.
• Establish and ensure overall management of hotel accommodation bookings for country program staff and external visitors. Manage requisitions using the MSAs established.

Manage and supervise admin staff to fulfill their duties in line with the admin management scope of work; maintain a periodic review and update of staff job descriptions as needed. The Operations and Support Manager is responsible for making all necessary arrangements for IRC staff and other associates visiting Gaziantep with welcome services, travel arrangements and with needed work setting in the office other external premises.

• Establish and ensure welcome services for guests and provide administrative support to visitors when required.
• Oversee the management of all travel arrangements for visitors including airport pick up/drop offs.
• Keep visitor tracking sheets up to date and ensure their whereabouts is recorded and they are reachable in coordination with the Safety and Security team.
• Facilitate visits of donors and other high-level visitors
• Facilitate work space for consultants/ temporary staff during their stay in Gaziantep

Coordination and representation

The Operations Management is delegated to attend meetings and forums organized byhumanitarian government and non-government organizations in response to Syria humanitarian programming; and report timely to Turkey Representative and DDO for SYR CP in Amman.

• In liaison of Turkey Representative, attend operations cluster meetings and another forum convening for Syria response,
• Upon request, support Turkey Representative and Syria program management in communication and engagements with humanitarian agencies and Turkish Authorities
• Represent IRC and facilitate the processing of shipment formalities with TRC, AFAD, customs authorities and border crossing to Northern Syria.
• In coordination with Turkey Representative; liaise with official authorities to work on activity and access permissions for Northern Syria, when necessary.
• Upon request and liaison with DDO / and or SC department in Amman, coordinate with suppliers on deliveries arranged for Northern Syria; including but not limited to checking on qualityand order conformity before crossing the border to Northern Syria
• Liaisewith 3rd party service providers

KEY WORKING RELATIONSHIPS:

Position Directly Reports to: Turkey Repreasenative in Ankara, and Deputy Director of Operations in Amman. – Jordan.

Positions Directly Supervise: SC Officer, Senior Admin / Finance Officer only for Gaziantep Office and Supply Chain Related issues andAdmin / Dirver Assistant

Indirect/Technical Reporting: N/A

Other Internal Contacts: IRC Syria Staff in Amman – Jordan

Other External Contacts: IRC’s local partner organizations, other local NGO, and INGOs

Standards of Professional Conduct: The IRC and IRC workers must adhere to the values and principles outlined in the IRC Way – Code of Conduct.These are Integrity, Service, and Accountability.In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, Combating Trafficking in Persons and several others.

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.

Working Environment: The overall security situation in Jordan is relatively calm, especially in Amman. The Jordanian government is stable, and civil unrest is largely peaceful. However, Jordan’s generosity in hosting refugees from Palestine, Iraq, and now Syria has created huge strains on the country’s economy and infrastructure. The IRC office is in a modern professional building.

IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.