Senior Operations Officer (For RSC)

Program Brief

Founded in 1933, International Rescue Committee (IRC) is one of the world’s leading agencies working in post-conflict and development contexts, supporting communities in over 40 fragile, failed and developing states. In this capacity, we work to restore safety, dignity and hope to millions who are uprooted, struggling to endure and wishing to advance on a path of development.

The Resettlement Support Center Asia (RSC Asia), funded by the US State Department Bureau of Population, Refugees, and Migration (PRM), assists persons throughout Asia seeking permanent resettlement in the United States. Responsible for a portfolio of 37 countries, RSC Asia: prepares refugee applications for the United States Refugee Admissions Program (USRAP) using START (a State Department–managed data system that supports the arrival and resettlement of refugees through technology); provides information to resettlement agencies about arriving refugees and offers cultural orientation training to refugees bound for the United States.

Purpose of the Role

The Senior Operations Officer is responsible for providing general administrative support in compliance with the IRC Standard Operating Procedures (SOP) and policies as well as serving as the travel focal point for RSC staff and visitors in compliance with donor regulations under “Fly America” and “Open Skies” acts.  The position will also support the RSC Asia in terms of logistical and financial in line with country programs requirements.

Highlights of Key Responsibilities

Administrative support:

• Provide general administrative support to RSC staff, including assisting with ordering of office supplies, handling shipment of documents and files, supporting meeting setup and visitor agendas, coordinating with Operations team including finance, HR, and supply chain to facilitate the completion of internal documents, including obtaining the proper signatures and authorizations.
• Assist in Senior Management Team (SMT) members for preparation travel documentation submitting to finance/other relevant Operations staff.
• Communicate with HR and/or external partner to facilitate RSC staff with preparation of documentations to enable them to perform their work .
• File and maintain the RSC administrative files as well as ensure that all relevant records are complete and accessible.
• Act as the primary travel focal point for all RSC staff and visitors for preparation travel request (TR), camp pass, ground transportation, excess baggage, accommodation, flight, working spaces, and travel work plan documentation in compliance with the IRC and RSC Policies.
• Ensure that document and package shipments are handled in a timely manner and under IRC policy.
• Facilitate and record the phone and data usage for all RSC staff and manage the packages while staff are in rover trips.
• Compile and share with staff the weekly Key Supervisor/Traveling Staff schedule.
• Performs other duties as assigned by supervisor, in line with the scope of work.

Finance-related support:

• Prepare weekly/monthly payments on a timely schedule to avoid delayed payment and follow up on invoices where necessary.
• Review travel and shipping invoices from vendors to ensure accuracy prior to submit payment requests to Finance to facilitate timely payments.
• Update RSC monthly cash request projection submitting to Finance.
• Regularly track all RSC trips in align with the budget and travel codes to be shared with the budget holders and finance.
• Manage monthly in-office cash advances to facilitate the RSC meetings and ad-hoc office supplies.

Supply Chain and Logistics support:        

• Facilitate the preparation of purchase requests (PR) for RSC activities, and ensure proper authorization is obtained prior to purchasing in compliance with the IRC Standard Operating Procedures (SOP) and policies. 
• Manage and purchase all RSC items and supplies under 500 USD to meet the timeline and agreement as required.
• Provide support vehicle requests for all RSC activities.
• Maintain and keep update the procurement plan alignment with RSC activities under IRC SOP and policies.

Asset/Inventory support:

• Maintain and update RSC Bangkok office inventory record, work closely with Office Support Manager on any asset movement.
• Provide support and prepare the IT equipment and supply for RSC rover staff in domestic/regional CRs.
• Others as assigned/requested.