Operations Coordinator

JOB OVERVIEW: The Operations Coordinator is responsible for the direct or indirect oversight and coordination of operational functions in an office, resulting in a well-functioning, compliant operational environment. The Operations Coordinator serves as the primary liaison for HQ Regional Functional Leads including Regional HR Partners (RHRP), Supply Chain Advisor (SCA), Regional Safety & Security Director (RSSD), Regional IT Director (RITD) and Global Facilities Director (GFD).

Major Responsibilities:

Human Resources—HR:

• Serve as the office’s first point of contact on all HR related matters, including recruitment, new hire setup, new hire orientation, benefits, payroll, on-boarding, leaves of absence, status changes, and separations.
• In conjunction with hiring managers, guide recruitment processes including job description development, job postings, review of resumes, interviewing, reference checks, background checks and job offers.
• Ensure compliance with HR-related IRC policies and procedures and state-specific labor laws.
• Manage and maintain electronic office personnel records of employees and prepare paperwork with supporting documentation for employee lifecycle changes to include new hires, transfers, supervisory changes, separations, and related.
• Manage leave and attendance records for all staff, ensuring managers and employees have accurate PTO data to make appropriate decisions.
• Lead background check procedures for staff and independent contractors.
• Deliver new hire orientations on operational policies and procedures.
• Coordinate HQ initiatives related to the IRC Way, Duty of Care, Safeguarding, and related content.
• Support managers in aligning practices with IRC’s Diversity, Equity & Inclusion and Gender Equality initiatives and policies.

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.
• 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 Manager, ensure inventories reconcile with financial reports.

Safety & Security—S&S:

• Serve as the office primary focal point for day-to-day S&S matters.
• 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.
• Assist in the development of office-specific S&S onboarding materials, ensuring the provision of S&S briefings to new staff and covered persons.

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.
• 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 three years of related professional experience; preferably with 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.

US Benefits:

We offer a comprehensive and highly competitive set of benefits. In the US, these include: 10 sick days, 10 US holidays, 20-25 paid time off days depending on role and tenure, medical insurance starting at $120 per month, dental starting at $7 per month, and vision starting at $5 per month, FSA for healthcare and commuter costs, a 403b retirement savings plans with immediately vested matching, disability & life insurance, and an Employee Assistance Program which is available to our staff and their families to support counseling and care in times of crisis and mental health struggles.