Senior Operations Officer (National Position)

Background/IRC Summary:

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is at work in over 40 countries and 26 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. The IRC has been operating in Thailand since 1975 and currently provides assistance to displaced persons in Tak, Kanchanaburi, Ratchaburi and Mae Hong Son provinces.

Job Overview/Summary:

Reporting directly to Deputy Field Coordinator for Operations, she/he will provide logistic support and assist the administrative, supply chain and finance work of the Operations team in ensuring that program implementation will be delivered effectively and in timely manner in compliance with the IRC operational policies and procedures and the donor’s regulations. The incumbent to ensure the appropriate safeguarding of all IRC assets and provide Emergency logistics support to IRC Field offices.

Major Responsibilities:

Senior Operations Officer is responsible for day-to-day operational requirements, functional and general office management of the IRC Umphang Office.

Fleet Management 50%

• Supervise driver team by evaluating work performance and set performance goals.
• Perform vehicle scheduling and monitor travel plan for drivers based on program requirement for Umpiem Mai and Nu Po camps visit and other travel outside Umphang district.
• Perform vehicle checking requirement as per fleet management SOP and conduct vehicle maintenance ensuring vehicles are in good condition.
• Ensure all mechanical equipment tools, first aid kits and other necessary supplies are always in vehicles and in good conditions.
• Report accident incident to Field Coordinator for any damage or faults on the vehicles and inspect vehicles after using by authorized staff.
• Arrange rental vehicle for programs as requested.
• Review and organize drivers’ monthly timesheets including Leave Application Form for Sick Leave, Vacation and Compensation and submit to HR on monthly basis.
• Assist in vehicle data entering based on IRC Umphang office into Fleet Management Tool of Microsoft Access Program properly.
• Assist in vehicle data tracking as a monthly report for supporting the SCMR/GSCD monthly report.
• Assist in tracking all IRC Umphang vehicle registrations and insurances, and ensure all updated documents are in the vehicles (original) and a copy is updated timely on files.
• Ensure Vehicle Management, Policy and Procedures are well implemented and applied in Umphang office with particular attention to safety and security issues.
• Manage and ensure that appropriate programmatic support is provided to health service provision and programming in Umpiem Mai and Nu Po camps through regular monitoring of logistics, including timely delivery of goods and materials, quality of supplies/materials before delivering to camps.
• Act as focal point in case of Umphang vehicle accidents by reporting to the Field Coordinator according to vehicle policy.
• Supervise vehicle maintenance activities with drivers and taking preventive care measure for vehicle management.
• Request and prepare cash advances for trips outside of Umphang district and ensure prompt clearance upon completion of the trip.
• Conduct the proper and timely routine check-ups, maintenance and repair in accordance with IRC policies for all IRC vehicles and ensure all vehicles are cleaned routinely both inside and outside.
• Monitor vehicle log-sheets and ensure that they are filled in accurately.
• Ensure safe transportation and loading for all IRC staff, visitors, emergency medical referral (EMR) patients, and other program supplies and equipment.
• Ensure that all vehicle keys are on board and keep in the safety place.

Supply Chain 30%

• Take the leading role in managing and planning the shipment of supplies and materials between the camps and Umphang office and maintain record of waybills.
• Purchase all supplies and equipment according to the Purchase Request (PR) for Umphang field office and ensure all PRs are written correctly and maintain PR Tracking.
• Ensure all procurements Process (goods, services and negotiate with vendors) according to Procurement Threshold and Authorization Schedule and compliance with IRC Policy and Procedure.
• Assure that adequate Segregation of Duties (SOD) to make sure our transparency procurement with inside stakeholders and external auditors.
• Assure that Procurement Process transparency and cross check for an intentional deception which may create personal gain or fraud.
• Assist Supply Chain Team in ensuring completion of necessary documents for the new/renewal service agreements, MPA and MSA based in Umphang office.
• Assist Supply Chain team in obtaining invoices and receipts from vendors, checking, and recording delivery of products and program materials from all vendors in Umphang district.

Finance 10%

• Photocopy and scan all necessary finance documents.
• Assist Mae Sot finance team in preparation of monthly CBA stipend for each person including direct payment to the CBAs in Nu Po camp.
• Prepare monthly payment for operations department purchasing such as electricity, photocopy, office supplies, drinking water for Umphang field office.

HR& Administration 10%

• Assist Health program staff in raising PRs as requested.
• Provide administration and logistical support for facilitation of health workshops, training, meetings, and conferences, including distributing schedules and notices, identifying and preparing for venues, arranging supplies, equipment, materials, etc.
• Assist the Supply Chain and Human Resource teams in ensuring completion of necessary documents for the new recruitment of drivers, security guards, janitors and Emergency Medical Referral Translation Assistants.
• Manage and maintain the functioning of IRC Umphang Office including security, electricity, internet etc. and ensure all office equipment and fixtures are always in good working condition.
• Manage and maintain stock of authorized supplies, equipment, devices, and program resource materials and disseminate supplies as authorized.
• Assist non-Thai Health staff in Umphang with the preparation of all documentation necessary for Visa and Work Permit renewals and ensure timely submission to HR/Administration in Mae Sot as needed.
• Ensure the infection control procedures are in place and implemented correctly at IRC Umphang office. Theses including temperature screening, handwashing, disinfectant at the health office and proper waste management.
• Provide support to the referral team and the health team in coordinating with Thai Authorities (e.g. health authorities and local MOI) for camp authorization letters as necessary.
• Assist HR& Admin officer to conduct IRC CBA card and code of conduct training for CBA for both Nu Po and Umpiem Mai Camps as needed.
• Assist in an application and supporting documents preparation for the local MOI camp pass for program supplies and materials used for program activities for program staff members in coordination with the program and Supply Chain teams.

Other

• Manage and maintain the functioning of IRC Umphang Office including security, electricity, internet etc.
• Perform other duties as requested by health program team and Supervisor.

Key Working Relationships:
Position Reports to: Deputy Field Coordinator for Operations, Tak province Position directly supervises: Drivers in Umphang office, Tak province
Indirect Reporting: Field Coordinator Other Internal and/or external contacts:
Internal: Operations and Program staff
External: Bank, Supplier, Vendor, Agency, Sub-grantees, Partner, Hospitals, NGOs