Operations Specialist

Operations Specialist

The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

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:

• Support day-to-day safety and security-related needs.
• Coordinate immediate incident management including filing police reports. Report safety and security incidents involving covered persons in accordance with established protocols.
• Assist in the development and implementation of office-specific safety and security resources, including the provision of safety and security briefings to new staff and covered persons.
• Support the management of information technology 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.
• 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 cash-in-kind (CIK), via day-to-day storage, tracking, and reporting.
• Coordinate vendor billing/invoices in partnership with Finance team.
• Coordinate fleet management in accordance with established protocols.
• Coordinate on- and off-site storage needs.
• Support management of reception area as needed, greeting and directing clients and visitors as well as phone calls in a professional manner.
• 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.

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 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 strongly 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: IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.

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 $143 per month, dental starting at $6.50 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.

Standard of professional conduct: The IRC and the IRC workers must adhere to the values and principles outlined in the IRC Way our Code of Conduct. These are Integrity, Service, Accountability, and Equality.