HERRC Operations Manager, Asylum Reception and Case Management

Job Overview:

Beginning in January 2024, the IRC will provide transitional case management services to asylum seekers in New York City under a contract with New York City’s Health & Hospitals (H+H). In 2022, in response to an increase in asylum seekers arriving in New York after having recently arrived via the southern US border, H+H launched several Humanitarian Emergency Response and Relief Centers (HERRCs) to provide humanitarian reception and supportive services to asylum seekers while they stabilize and organize plans to reach their final destination.

The IRC believes that coordinated, client-centered humanitarian reception can serve as a gateway to a safe and dignified asylum system in the US. With this new program, IRC staff will work with families in HERRC facilities to identify strategies to remove barriers to stability, facilitate safe connections to US ties and communities, and provide basic information on the immigration process to ensure they understand their rights and have access to available legal services in the community, provide referrals to legal and social services in final destinations, and provide more intensive case management for families and individuals with heightened needs. We will leverage our strong infrastructure and technical and emergency expertise to ramp up transitional case management capacity while coordinating closely with agencies providing legal and social services to asylum seekers in New York City (the City).

The IRC will also implement an innovative model to support asylum seekers interested in relocating by leveraging its proven and award-winning virtual case management model and infrastructure. Through this model, trained case managers will provide virtual navigation of resources and information for asylum seekers interested and willing to relocate outside of the City. These virtual services will include cash assistance, guidance on navigating the new community of resettlement, and ongoing virtual case management, including referrals to legal service providers and community-based organizations for up to five months post-resettlement. This virtual case management model endeavors to empower asylum-seekers who wish to resettle outside of the City but lack the resources, information, and support network needed to make the move.

The Operations Manager (OM) is responsible for the direct or indirect oversight and coordination of all
operations functions for the project, resulting in a well-functioning, compliant operational environment. The Operations Manager is the primary liaison for HQ Regional Functional Leads, including the designated Regional Supply Chain Manager, Regional Safety & Security Director (RSSD), and Regional IT Director (RITD). This position will not have Real Estate (e.g., office space, office infrastructure, etc.) responsibilities.

Major Responsibilities:

Supply Chain—SC

• Serve as the project’s primary focal point for procurement, asset and inventory management, in-kind donations tracking and reporting, 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 project equipment, stationery, and other consumables.
• In collaboration with the Program finance focal point, ensure inventories are reconciled with financial reports.

Safety & Security—S&S

• In close coordination with the RSSD, supervise the Safety and Security Coordinator (SSC) on all S&S matters.
• With SSC, conduct a Security Risk Assessment and develop a project-specific Security Management Plan and protocols for review and approval by the Project Director and RSSD.
• Responsible for the implementation and maintenance of all project S&S documentation.
• As needed, oversee the cascade HQ and/or office security warnings and advisories to staff, interns, and volunteers.
• 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.

Information Technology—IT

• Serve as the projects s primary focal point for IT and communications infrastructure, hardware and software matters.
• Serve as a project focal point for Integra (IRC’s ERP System built on Microsoft Dynamics 365) including set up, access, training and support.
• 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.
• 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:

• At least five years of related professional experience, preferably with refugee services and in a non-profit or social service environment
• Knowledge of NY state and NYC donor compliance regulations is a strong plus.

Education

• Undergraduate degree in business, non-profit management, public administration, or related field preferred.

Demonstrated Skills and Competencies

• Demonstrated ability to work with deadlines and lead multiple priorities in a fast-paced environment.
• Demonstrated ability to promote an organizational culture that reflects IRC’s core values of service, accountability, integrity, and equality. Ability to lead in a way that recognizes that IRC’s work is best accomplished through the true collaboration of individuals from many cultures with a great variety of skills and perspectives.
• Ability to successfully and with utmost integrity and respect in a cross-cultural environment and with a limited English-speaking client population.
• Proven people management skills; demonstrated ability to deliver results and translate words into action.
• Superior organizational skills: ability to set priorities and effectively manage time.
• Strong communication skills, both written and verbal.
• Strong cross-cultural understanding.
• Digital literacy, including MS Office.
• Experience with and ability to use ERP tools, specifically Microsoft Dynamics 365 F&O is preferred.

Language Skills

• Fluency in written and spoken English.
• Bilingual ability is preferred in Spanish, French, Portuguese, Mandarin, Russian, Arabic, Turkish, Dari, Georgian, or other New York City refugee/immigrant languages.

Working Environment

• Regular on-site presence at the HERRCs, which are 24-hour/7-day facilities, where the IRC is expected to operate on a two-shift schedule. Flexible or hybrid work schedule available.

Compensation: Posted pay ranges apply to US-based candidates. Ranges are based on various factors including the labor market, job type, internal equity, and budget. Exact offers are calibrated by work location, individual candidate experience and skills relative to the defined job requirements.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.

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.

US Benefits: The IRC offers a comprehensive and highly competitive set of benefits. All US employees are eligible for sick time, a 403b retirement savings plans: up to 4.5% immediately vested matching contribution, plus an 3-7% additional IRC contribution, and an Employee Assistance Program which is available to our staff and their families to support in times of crisis and mental health struggles.

In addition, full-time employees are eligible for 10 US paid holidays, 20-25 paid time off days, disability & life insurance, medical, dental, and vision insurance (employee contribution starting at $135, $7, and $5 per month respectively) and FSA for healthcare, childcare, and commuter costs. Part-time employees are eligible for a proportionate amount of paid time off. These additional benefits apply to employees who work at least 6 months within a 12 month time period.