Operations Coordinator Ecuador-Peru
The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people whose lives and livelihoods are shattered by conflict and disaster to survive, recover, and gain control of their future. Founded in 1933 at the request of Albert Einstein, the IRC works with people forced to flee from war, conflict and disaster and the host communities which support them, as well as those who remain within their homes and communities. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.
The humanitarian crisis in Venezuela continues to intensify. Venezuelans face hyperinflation, which puts them out of reach of basic goods and services, including health care and food. A shortage of medical supplies means that it is difficult to diagnose and treat communicable diseases and sexual and reproductive health needs, among other services. The lack of food has resulted in hunger and malnutrition. From 2015-2018, over three million Venezuelans left to seek goods and services in primarily neighboring countries.
IRC has responded to the crisis by supporting Venezuelans crossing the arc of the migration pattern, including Venezuela, Colombia, Ecuador, and Peru. In Colombia, IRC works in the areas of health, protection, education, and multipurpose cash assistance in Cucuta, Medellín, Cundinamarca, Norte de Santander, and Nariño (specifically Ipiales). In Venezuela, IRC has been developing programs through the support of local partners. Since January 2021, we have expanded our response in Ecuador and in 2022 to Peru, establishing projects and strategic alliances with local partners, with emphasis on border corridors. IRC works to strengthen the capacity of local partners to provide access to quality sexual and reproductive health services, nutrition, basic needs, and dignified livelihoods for the migrant population.
The Operations Coordinator for Ecuador and Peru will report directly to the DDO and is responsible for leading and managing the operations teams in the Country Program, ensuring that they are fit for purpose and responsive to the needs of the IRC programs. The Operations Coordination is expected to contribute to high levels of teamwork and cross-departmental and cross-sector collaboration. Through his/her leadership, Operations teams will support program execution, driven by results and guided by data analysis, problem identification and problem solving.
Management and strategy
Contribute and actively participate in management and leadership platforms, such as country leadership team and country management team, and also, ensure quality and meaningful participation of operations teams in strategy related activities.
Supply Chain and Information Technology:
- Support and manage the Supply Chain Team to provide timely, effective, and compliant services and support with procurement, transportation, warehousing, and facilities aligned with program requirements in both countries Ecuador and Peru.
- Support processes and ensure compliance with IRC policies and donor regulations.
- Collaborate with DDO on contract review to ensure validation and compliance by the Regional Unit and HQ.
- Oversee compliance with supply chain policies and procedures for purchasing, delivery, warehousing, communications and transportation.
- Work with the SC Team to ensure the provision of reliable IT systems and equipment, including internet, computing and telecommunications, and the implementation of IT policies and procedures.
- Ensure that all IT equipment is maintained and secure and that an adequate replacement program is in place.
- Ensure that all equipment and assets purchased for use within the Country program comply with established licensing requirements.
- Coordinate with programs and partnerships the necessary support from different local partners and ensure a good level of monitoring and following with all of them.
Transportation and asset management
- Oversee transportation management and movement plans of staff to carry out activities.
- Ensure that all systems are in place to account for transported goods and that IRC Warehouse procedures are followed.
- Ensure proper monitoring of all IRC assets used by each of the programs across both countries, in accordance with IRC rules and procedures.
- Ensure quarterly physical verification of assets and asset reporting.
- Plan and control quarterly inventories and ensure that there is an effective inventory maintenance system.
Ensure the smooth running of the IRC Ecuador and Peru offices, which includes:
- Ensure that stocks of office supplies, cleaning materials are available, and that office equipment is functioning properly, including IT equipment.
- Initiate the process for operating records and keep them updated for each of the IRC countries (operating permits in Ecuador and Peru).
- Coordinate the preparation and hosting of visitors, meetings, events, air tickets, transportation logistics among others.
- Participate in the search process for leases for offices and residences for international staff.
- Ensure timely payment of invoices for communications services and utilities (electricity, potable water) for the IRC Ecuador and Peru offices and international staff residences.
- Manage the offices and supervise the cleanliness and orderliness of the workspaces to ensure an appropriate environment.
- Maintain a record of rental contracts and process payment according to the agreement.
- Provide administrative assistance to IRC staff as needed.
- Serve as Ecuador and Peru's administrator of INTEGRA's purchasing and supply platform and provide appropriate maintenance as needed.
- Manage the maintenance plan for IRC offices.
- Manage the maintenance plan for IRC's fleet of leased and owned vehicles.
- Manage the maintenance plan for IRC's technology equipment.
- Manage the preparation and execution of the operations budget.
- Manage selected performance indicators for IRC.
- Coordinate with the program team the development of the procurement plan.
- Provide supervision to operations and administration staff: Field Managers, Supply Chain Officer, Administrative Assistant, Administrative IT Assistant, Logistics and Operations Assistant and General Services Assistant.
- Supervise and manage operations staff throughout both countries.
- Practice excellent human resource management, supporting the development, promotion, and retention of a motivated team of qualified and experienced personnel.
- Identify staff and/or skills gaps and see that these gaps/needs are filled.
- Support the hiring of personnel in operations.
- Provide feedback through regular performance reviews.
- Ensure that all staff comply with the IRC Way and other human resources policies and procedures.
- Design and implement a capacity building program for the entire supply chain and program staff designed to strengthen the capacity for autonomous action.
- Ensure all operations staff are aware of and comply with IRC policies for procurement, asset and inventory management, and vehicle and equipment management, so they can clearly share this information.
Budget and Finance:
- Monitor sections of supply chain and operations budgets
- Review annual operative budgets for both countries and actual expense reports and provide feedback to DDO and DDF.
- Prepares/revise monthly supply chain reports.
- Prepares/revise report of assigned technological equipment (semi-annually and when required by headquarters).
- Prepares/revise annual inventory report.
- Prepares/revise report of assets and properties of specific projects.
- Maintain the "Country Operating Scorecard" updated.