Operations Coordinator

IRC Background:  The mission of the International Rescue Committee (IRC) is to help people whose lives and livelihoods are shattered by conflict and disaster to survive, recover, and gain control of their future. Founded in 1933, the IRC has a presence in over 40 countries and 27 offices in the United States; the IRC leads the way from harm to home. IRC opened an office in Seattle in 1976 and provides a continuum of services including intensive case management, employment and economic empowerment services, immigration assistance, health and wellness programming, and education support to refugee and immigrant families in Washington State. IRC Seattle is committed to providing trauma-informed, equitable, and accessible services and maintaining and evolving a diverse, inclusive, and supportive workplace. 

Job Overview:Under the supervision of the Operations Manager, the Operations Coordinator is responsible for the reception, organization, valuation, procurement, and tracking of both purchased goods and In-Kind donations, working closely with the Operations Specialist to ensure that supplies are delivered to clients effectively and efficiently. They are the primary supply chain point person for all Integra coordination, as well as for the inventory systems and data entry. The Operations Coordinator will coordinate closely with internal stakeholders to streamline existing workflow systems, as well as help design, implement and upkeep new inventory/logistics protocols and systems.

Major Responsibilities:

Supply Chain

·Serve as secondary point of contact for procurement and supply chain.  The Operations Manager is the primary point of contact.  Order supplies, equipment etc.  In accordance with supply chain and financial compliance guidelines.

·Manage vendor billing/invoices in coordination with the Finance team and the Operations Manager.

·In partnership with the Operations Manager manage inventory both procured and donated.  Provide regular reports and complete bi-annual inventory checks, per IRC best practices.

·Collaborate with the Operations team as well as the Executive Director to design and implement a new barcoding pilot and inventory management protocol.

·In collaboration with Operations Team, manage off site and on-site storage and oversee any potential future expansion.

Integra & ETO Data Systems

·Train to be an Integra Super User.  Work with Integra Super Users, Support Staff and Users to troubleshoot potential issues.

·Train to be an ETO user.

·Complete all Integra required protocols and documentation for inventory entering and exiting the warehouse, as well as CIK received.

·Facilitate cross-functional Integra implementation and improvement projects within the operations team and other programs.

·Complete all back-end documentation in ETO and Integra.

Contributions in Kind (CIK)

·Maintain a cooperative relationship with staff and community partners to solicit In-kind donations.

·Streamline the collection of in-kind goods and distribution, in collaboration with the direct service team and to meet specific program requirements and targets.

·Coordinate with donors to receive goods in an efficient and effective manner.

·Maintain a database of received in-kind goods and issue tax-receipts when requested.

·Train and be familiar with Matching Grant compliance and other donor requirements for CIK.  Work with Program Managers and Program Leads to ensure that they are complying with CIK donor protocols.

IRC Vehicle Fleet

·Coordinate administrative functions and maintenance for IRC vehicles.

·Provide input and feedback to Operations Manager on vehicle issues.

Safety and Security (S&S)

·Serve as the office’s secondary focal point for day-to-day S&S matters. The primary focal point is the Operations Manager.

·In conjunction with the Operations Manager, coordinate immediate incident management including filing police reports.  Report S&S incidents involving covered persons in accordance with established protocols.

·In conjunction with the Operations Manager, develop office-specific S&S onboarding materials, ensuring the provision of S&S briefings to new staff and covered persons.

·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.

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.

Outreach and Other

·Train and manage assigned volunteers to assist in inventory and data management in Integra and IRC systems.

·Upon request, represent IRC at local meetings, seminars, forums, and other community outreach opportunities.

·Upon request, conduct outreach, networking activities, and other advertising to recruit and educate potential donors, volunteers and partners.

·Participate in all staff meetings, trainings and other duties as assigned.

Key Working Relationships:

Position Reports to: Operations Manager
Other Internal and/or external contacts:

Internal: Resettlement Team, Economic Empowerment Team, Survivor Services Team, Immigration Team, Youth Program Team, New Roots Team, Health Empowerment Team, Development Team and Finance Team.

External:  Volunteers, Interns, and Key Community partners

Requirements:

·Undergraduate degree or the equivalent in professional work experience.

·Fluency in written and spoken English.

·Three+ years of related professional work experience in a non-profit or other social service environment.

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

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

·Committed to anti-racism and continual learning and growth 

·Demonstrated success achieving goals and communicating effectively a multi-cultural environment.

·Experience working with volunteers and/or intern.

·Excellent interpersonal skills.  Professional, friendly and courteous attitude a must.

·Computer literacy, database experience.

·Ability to drive a vehicle, access to a reliable vehicle and must have proof of insurance and valid driver’s license.

·Ability to safely lift 50 lbs.

Working Environment:

·Standard, professional office environment 

·May require occasional weekend and /or evening work