Operations Coordinator

The Operations Coordinator (OC) is responsible for a wide range of administrative and operational functions to support the successful advancement and coordination of projects, grants, events and other activities of the Program Quality and Innovation (PQI) unit within the Resettlement, Asylum and Integration (RAI) department.The OC has close working relationships and liaises regularly with all PQI staff as well as members of other teams including but not limited to: RAI Finance and Budget; RAI Resource Acquisition and Management (RAM); RAI Operations, IRC Finance, IRC Supply Chain, and IT.

Responsibilities:

Finance and Grant Tracking

•Maintain a PQI grants tracker that provides accurate and up-to-date information of the operational status of grants in the unit’s budget

•Liaise with RAM team to gather information and support advancement and troubleshoot problems that arise around the execution of grant contracts, budgets and payments

•Support PQI staff through high-level review of grant spending and liaising with other teams to identify needed actions to ensure compliance

•Work with various stakeholder to prepare projections of grant spending as needed

•Attend and document budget and grants review meetings with PQI and other teams

Procurement

•Support PQI time in the initiation and workflow of procurement requests in the IRC’s Integra system, including submit purchase order requests.

•Provide timely support on invoice payments for goods and services and process vendor contracts in accordance with IRC’s Anti-Terrorism Compliance policy.

•Conduct P-3 card tracking and reporting through Integra

•Troubleshoot and resolve situations that delay timely and effective procurement and payment

•Support the development and review of contracts for consultants

•Provide support to ensure continuity in software licensing needs for PQI

Communications and Knowledge Management

•Support with reviewing and updating PQI’s RescueNet (IRC intranet) pages

•Provide review and support of PQI Box folders, including archiving of minutes, recordings, policies.

•Support in the maintenance of other knowledge management webpages and sites

•Assist in the development of PQI newsletters and recurring bulletins

•Maintain PQI email distribution lists

Meetings and conference management

•Provide administrative, logistical and planning support to meetings and convening planned by PQI staff

•Provide high-level support for the preparation of budgets, cost projections, communications, presentations, and meeting materials

•Assist in organizing internal PQI meeting logistics, such as preparing any needed materials, taking minutes and actions as requested, and coordinating follow-up.

Human Resource management

•Maintain up-to-date PQI organizational chart and provide timely updates to department manager for RAI organizational chart.

•Collect PQI team attendance records and provide cumulative reports on PQI staff time off and vacation schedule when requested.

•Support development and maintain up-to-date files of orientation materials for new PQI staff, interns, and volunteers in close coordination with department manager and PQI management team

•Collect and track Time and Effort Report completion for PQI staff.

Other Administrative Tasks

•Liaise with other HQ departments as needed on issues related to IT, office services, global supply chain, HR, etc.

•Other duties as assigned by supervisor.