Operations Manager

JOB OVERVIEW: The Operations Manager (OM) is responsible for the direct oversight and coordination of operational functions in the Dallas and Abilene offices, resulting in a well-functioning, compliant operational environment for staff, clients and partners. The OM is responsible for the direct oversight and coordination of Safety & Security (S&S), Supply Chain (SC), Facilities Management and Information Technology (IT).   The OM reports to the Executive Director (ED) and supervises a team of staff based in Dallas and Abilene.  The OM will be the main liaison for the Regional S&S Director (RSSD), Supply Chain Advisor (SCA), Global Facilities Director (GFD) and Regional IT Director (RITD).  As a member of the Senior Management Team (SMT) the OM will communicate regularly about all issues of concern in a proactive manner and will contribute to broad office-wide conversations and initiatives.  The OM will comply with all IRC policies, procedures and protocols including adherence to the IRC Way and Child Safeguarding.  

The Operations Manager will be based in Dallas and will travel to Abilene as needed to oversee operations and meet with staff.  This position reports to the Executive Director

Major Responsibilities:

Human Resources—HR:

·Manage local HR administration, including supporting compliance with HR-related IRC policies and procedures and state-specific labor laws.

·Support the escalation and resolution of HR-related issues as needed

Safety & Security—S&S:

• Serve as the office primary focal point for day-to-day S&S matters in the Dallas office and provide support to the Operations Specialist and Deputy Director in Abilene
• Responsible for the implementation and maintenance of all office S&S documentation.
• Organize all-staff S&S meetings at office or program site.
• 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.
• Cascade HQ and/or office security warnings and advisories to staff, interns, and volunteers as needed.
• Report all S&S incidents involving covered persons in accordance with established protocols.
• Coordinate immediate incident management including filing police reports.
• Build and maintain strong relationships with other S&S actors or stakeholders, including but not limited to community organizations and partners, authorities, security and rescue services, and property owners.
• Assist in the development of office-specific S&S onboarding materials, ensuring the provision of S&S briefings to new staff and covered persons.

Supply Chain—SC:

• Serve as the office’s primary focal point for procurement, asset and inventory management, in-kind donations tracking and reporting, vehicle fleet management and transportation, and warehousing in accordance with established organizational and donor requirements.
• Lead the bidding process, including request for quotation process, request for proposal process, tender evaluation, and facilitating procurement committee functioning.
• Manage 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 manage inventory control for office supplies, stationery, and other consumables. In collaboration with the Finance Director, ensure inventories reconcile with financial reports.
• Support program teams in meeting their match goals.
• Ensure policy compliance for the fleet of IRC-owned vehicles and oversee their maintenance and usage.

Facilities Management:

• Manage office and equipment leases, coordinate repairs and improvements with property managers, and lead the procurement of office equipment.
• 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, liaising with local internet and telecommunications service providers.
• Escalate any unresolved incidents or larger-scale IT projects (such as office moves or expansion) as needed.
• Ensure compliance with IT protocols, policies, and procedures including information security policy, IT procurement and asset management policy, acceptable use of IT resources policy, and new software procurement protocols.
• Other duties as assigned.

Job Requirements:

• Undergraduate degree in business, non-profit management, public administration, or others related field preferred
• At least five years of related professional experience; preferably with refugee services and in a non-profit or social service environment
• Experience supervising staff preferred
• Demonstrated ability to work with deadlines and lead multiple priorities in a fast-paced environment
• Good interpersonal communication skills and ability to effectively work in a multi-cultural work environment
• Knowledge of state and federal donor compliance regulations is a strong plus
• Fluency in English, written and spoken

Working Environment:

• A combination of standard office environment, remote work, and ‘field’ time within the service delivery area to perform the above outlined responsibilities.

May require occasional weekend and/or evening work.

COVID-19 Vaccination Requirement: In accordance with IRC’s duty to provide and maintain a workplace that is free of known hazards and our commitment to safeguard the health of our employees, clients, and communities, IRC requires candidates who are selected for interview to furnish proof of vaccination against COVID-19 in order to be considered for this position.

Commitment to Diversity and Inclusivity: IRC is committed to building a diverse organization and a climate of inclusivity.  We strongly encourage applications from candidates who can demonstrate that they can contribute to this goal. 

Equal Opportunity Employer: 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.

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