Operations Specialist At International Rescue Committee

Job Overview: The Operations Specialist coordinates operations functions and provides related administrative support, resulting in a well-functioning, compliant environment for staff, clients, and partners. This is a challenging position that requires strong organization, creative problem-solving, personal initiative, and the ability to work well in a distributed, multicultural, fast-paced environment.

Major Responsibilities:

Safety and Security (S&S)

• Support day-to-day S&S-related needs.
• Coordinate immediate incident management including filing police reports. Report S&S incidents involving covered persons in accordance with established protocols.
• Assist in the development and implementation of office-specific S&S resources, including the provision of S&S briefings to new staff and covered persons.

Information Technology (IT)

• Support the management of IT and communications infrastructure, including the proper tracking and communication of hardware and software-related matters.
• Provide ongoing support and communication related to IT support, troubleshooting, and escalation.
• Work with HQ IT team to address any internet or telecommunications service disruptions, liaising with local internet and telecommunications service providers.

Supply Chain

• Order supplies, equipment etc. in accordance with supply chain and financial compliance guidelines and coordinate servicing and repairs as needed.
• Manage and maintain digital and physical files.
• Support office inventory needs, including contributions-in-kind (CIK), via day-to-day storage, tracking, and reporting.
• Coordinate vendor billing/invoices in partnership with Finance team.
• Support fleet management in accordance with established protocols.
• Coordinate on and off-site storage needs.

Facilities Management

• Manage office equipment leases and coordinate repairs and improvements with vendors and property managers 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.

Job Requirements:

Work Experience:

• One or more years of relevant work experience in office administration; facilities management, procurement or related field, preferred.

Demonstrated Skills and Competencies:

• Highly organized self-starter with demonstrated problem-solving and follow-through ability, and proven success in managing multiple and diverse priorities under pressure.
• Strong analytic problem-solving skills with attention to detail.
• Ability to troubleshoot basic IT issues.
• Excellent verbal and written communication skills as well as an overall ability to be clear and concise in all communications.
• Strong organizational and time-management skills; proven ability to prioritize and deliver on time in a demanding, fast-paced environment.
• Ability to work both independently and in a dynamic, cross-functional global team structure.
• Highly proficient in Microsoft Office suite.
• Demonstrated ability to work effectively with stakeholders at all levels.
• Ability to manage and work through change in a proactive and positive manner.

Education: Bachelor’s degree preferred.

Language Skills: Fluency in English required.

Working Environment***:*** Standard office working environment. Occasional evening and weekend work may be required.

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.

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.