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Operations Coordinator

San Diego (United States of America)

  • Organization: IRC - International Rescue Committee
  • Location: San Diego (United States of America)
  • Grade: Mid level
  • Occupational Groups:
    • Operations and Administrations
    • Managerial positions
  • Closing Date:

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Job Overview:

The Operations Coordinator (OC) is responsible for the direct or indirect oversight and coordination of all Safety & Security (S&S), Supply Chain (SC), Facilities Management and IT, resulting in a well-functioning, compliant operational environment. The Operations Coordinator serves as the primary liaison for HQ Regional Functional Leads including the Supply Chain Advisor (SCA), Regional Safety & Security Director (RSSD), Regional IT Director (RITD) and Global Facilities Director (GFD).  

Major Responsibilities:

Safety & 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;

·Assist the HR & Admin Manager in developing office-specific S&S onboarding materials, ensuring the provision of S&S briefings to new staff and covered persons;

·Cascade HQ and/or office security warnings and advisories to staff, interns, and volunteers as needed;

·Assist the HR & Admin Manager in organizing any staff meetings or trainings related to S&S;

·Organize a minimum of one emergency evacuation exercise at office or program site level per year and other appropriate trainings advised by Security Risk Assessment findings.

Supply Chain (SC):

·Serve as the office’s primary focal point for procurement, asset and inventory management, vehicle fleet management and transportation, and warehousing in accordance with established organizational and donor requirements;

·Assist Finance and Development with asset and in-kind inventory tracking;

·Lead the bidding process, including request for quotation process, request for proposal process, tender evaluation, and facilitating procurement committee functioning;

·Maintain positive working 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 handle inventory control for office supplies, stationery, and other consumables. In collaboration with the Finance Manager, ensure inventories reconcile with financial reports.

·Maintains an asset and inventory list in coordination with Finance and Grants staff

·Support program teams in meeting their match goals;

·Ensure policy compliance for the fleet of IRC-owned vehicles and be responsible for their maintenance and usage.

Facilities Management:

·Coordinate office and equipment leases, coordinate repairs and improvements with property managers, and lead the procurement of office equipment;

·Responsible for coordinating El Cajon garden maintenance and repairs, such as leaky pipes, and collect fee payments for the garden;

·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, and IT compliance issues, collaborating closely with local internet and telecommunications service providers.

Other Duties:

·Serves as back-up to Front Desk Reception, as the needs arises, for covering time off;

·Serves as back-up to HR & Admin Manager in coordinating the scheduling of staff interpreters. Recruit, hire, and onboard a team of interpreters;

·Other duties as assigned

Job Requirements:

·Undergrad degree or equivalent directly related experience required;

·3 years demonstrated record of success in leading and improving the daily administrative functions of an organization;

·Highly organized self-starter with demonstrated problem-solving and follow-through ability, and proven success in handling multiple and diverse priorities under pressure;

·Strong analytic problem-solving skills with attention to detail;

·Ability to troubleshoot basic IT issues;

·Excellent verbal and written communication skills as well as an overall ability to be clear and concise in all communications;

·Strong interpersonal and time-management skills; proven ability to prioritize and deliver on time in a demanding, fast-paced environment;

·Ability to work both independently and in a multifaceted, cross-functional distributed team structure;

·Highly proficient in Microsoft Office suite;

·Demonstrated ability to work effectively with partners at all levels;

·Ability to manage and work through change in a proactive and positive manner;

·Ability to work some evenings and weekends as needed;

·Proficient in English required;

·Prior people management experience preferred;

·Ability to driver own vehicle with driver license and valid auto insurance.

Working Environment:

·Standard, professional office working environment;

·Travel in and around the service delivery area;

·Work outside of traditional office hours may be required.

Benefits: We offer our employees phenomenal benefits such as paid parental leave, generous time off, and excellent medical, dental, and vision options.

IRC- leading the way from harm to home.

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.

Please apply at http://www.rescue.org/careers

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We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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