Operations Specialist

Position Overview:​

The Operations Specialist provides a broad variety of support services to the Oakland office. The position is responsible for completing general administrative tasks, including overseeing the general day-to-day office operations and front desk/reception interns and volunteers. The Operations Specialist is responsible for providing logistics support for office facilities, including office infrastructure, ordering, supplies, IT, phones, safety and security etc. The position is also responsible for assisting the Site Director in coordinating meetings, trainings, and events, and serving as a local point person for operations. The position reports to the Operations Manager – NorCal.​

Major Responsibilities:​

• Serve as the office’s primary focal point for IT and communications infrastructure, hardware, and software matters.​
• Work with regional and HQ IT team to address any internet or telecommunications service disruptions, liaising with local internet and telecommunications service providers.​
• Serve as the office’s focal point for day-to-day S&S matters.​
• Escalates and reports incident management including filing police reports. Report S&S incidents involving covered persons in accordance with established protocols.​
• 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.​
• Order office supplies, equipment etc. in accordance with supply chain and financial compliance guidelines​
• Coordinate equipment servicing and repairs as needed. ​
• Manage Integra vendor creation and billing/invoices in coordination with Finance team. ​
• Manage inventory of cell phones and computers, order equipment ​
• Facilitate procurement through Integra of client goods and staff equipment ​
• Coordinate fleet management in accordance with established protocols.​
• Coordinate on- and off-site storage needs.​
• Manage equipment leases, coordinate repairs and improvements as needed.​
• 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.​
• Assist with planning and coordinating office events and meetings.​
• Onboard new hires, including facilitating Admin 101 orientation​
• Assist staff with day-to-day office administration and support​
• Other duties as assigned.​

Key Working Relationships: ​

Position Reports to: Operations Manager – NorCal​

Indirect Reporting: Site Director​

Requirements:​

• College degree preferred; Equivalent years of related work experience may be substituted;​
• At least 2 years’ relevant work experience in office administration; human resources, facilities management, procurement or related field;​
• Tech savvy; and ability to troubleshoot basic hardware and software issues preferred;​
• Ability to multi-task and work under pressure;​
• Exceptional communication and organizational abilities;​
• Demonstrated success working and communicating effectively across teams and in a multi-cultural environment;​
• Proven ability to contribute both independently and as a key team member;​
• Self-starter with excellent problem-solving skills combined with the ability to prioritize duties and manage time effectively;​
• Fluent in English, both spoken and written; ability to communicate in a refugee language strongly preferred;​
• Proficient in Microsoft Office applications (Word, Excel, Outlook) and strong keyboarding skills and internet usage skills; database familiarity a plus.​

Work Environment:​

• Standard office environment​
• Ability to safely lift 25 lbs​

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: 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 $145 per month, dental starting at $7 per month, and vision starting at $5 per month, FSA for healthcare, childcare, and commuter costs, a 403b retirement savings plans with up to 4.5% immediately vested matching contribution, plus a 3-7% base IRC contribution (3 year vesting), 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.