Operations Manager

Website IRC

Requisition ID: req35170

Job Title: Operations Manager

Sector: Human Resources

Employment Category: Regular

Employment Type: Full-Time

Open to Expatriates: No

Location: Dallas (WTOR), TX US

Job Description

 

IRC Supply Chain entails all the systems and support functions necessary to implement programs effectively, inclusive of procurement, logistics, inventory, property, and asset management, as well as vehicle and fleet management. Global Supply Chain (GSC) provides Supply Chain (SC) support to all IRC offices worldwide.  GSC experts ensure that SC activities are conducted in the best interest of the IRC and in compliance with applicable policies, Standard Operating Procedures (SOPs) and donor requirements.  Inventory Specialists within IRC’s Resettlement, Asylum, and Integration US offices are key members of the organization’s Supply Chain team.

Job Overview:  The Operations/HR Specialist is responsible for collecting, tracking, and disbursing in-kind resources to refugee and immigrant populations resettled by the IRC and other eligible clients.  They maintain storage space, support procurement efforts, and satisfy recordkeeping and reporting requirements.  They assist with preparing devices, including laptops, to be ready for employees on their first day.  They assist with preparing onboarding materials and gathering information from new hires.  Supports office Recognition Program.

Major Responsibilities:

OPERATIONS

  • Manage the on- and offsite storage of household goods and personal effects intended for distribution to IRC clients.  Label, organize, and track items, and ensure storage facilities are well-secured, clean, and properly maintained.  Carry out physical inventory counts as needed, recording timely and accurate data within IRC’s data management systems.
  • Coordinate the daily operations of donation storage areas by stocking and supporting the distribution of in-kind goods in an organized manner.  Observe correct stacking and turnover by implementing (FIFO or FEFO) procedures.  Collaborate with colleagues and members of the community to safely load, unload, and disburse goods in strict accordance with IRC and donor requirements.
  • Collect the information of all useable Contributions in Kind items received and distributed.   Maintain records and update system (Integra) monthly. 
  • Ensure accurate recordkeeping to account for and track incoming and outgoing inventory by preparing forms and maintaining thorough records within IRC’s data management systems.  Provide accurate and up-to-date digital and physical inventory records for regular reporting purposes.
  • Support procurement efforts by coordinating with vendors, managing supply lists, orders receiving and tracking.  Maintain and update all operations spreadsheets.
  • Assist with IT tickets.
  • Use personal, insured vehicle, IRC vehicle, and/or public transportation (where available) to travel and transport materials as needed throughout the service delivery area.
  • May train and lead the activities of volunteers and interns.
  • Act as back up receptionist during lunch, breaks, leave days and as needed
  • Greet visitors, ascertain their needs, answer basic questions, and direct them to the appropriate staff person or department.  Manage flow of visitors during peak periods such as open office hours.
  • Answer and direct incoming telephone calls. Refer inquiries from clients and guests to the appropriate staff.
  • Provide referrals and information on IRC programs and services.  Refer non-IRC clients to appropriate internal and external resources.
  • Maintain and tidy up the lobby, the classroom, the conference room, the small and large huddle rooms periodically throughout the day.
  • Other duties as assigned.

 

HUMAN RESOURCES

  • Prepare all technology and software possible to allow smooth onboarding of new employees.  This includes laptop and mobile phone.  Network with manager to determine which software should be loaded on the laptop.  Prepare temporary password for laptop.
  • Prepare access card on arrival of employee. Assist with coordination of Onboarding:  Prepare new hire employee orientation schedules and new employee hire packets. Assist with updating policies and procedures online and in written materials.  Confirm schedule with managers and coordinate any adjustments for each event. 
  • New Hire Welcome – Gather bio from new hires, upload and post to office. 
  • Manage equipment checklist for all exiting employees.
  • Recognition – Update recognition boards, including new hires and employee event board.  Coordinate with HR Manager to pull reports for anniversaries, birthdays, etc.   Coordinate recognition for these events, such as team shout outs.
  • Update Metrics – Using metrics data provided, regularly update metric data posted in office.
  • Provide training on RescueNet and Learning Portal

Job Requirements:

Education: Bachelor’s degree business administration, supply chain management, or similar field or comparable experience.

Work Experience:

  • Minimum 2 years of related professional experience; preferably in a not-for-profit or other social services environment.

Demonstrated Skills & Competencies:

  • Proficient in Microsoft Office applications (Word, Excel, Outlook); ability to use the internet and other digital tools for data entry, research, and problem-solving purposes
  • Strong relationship building, diplomacy, and networking skills; ability to effectively build internal and external relationships.
  • Demonstrated success working and communicating effectively in a multi-cultural environment.
  • Self-starter with excellent problem-solving skills combined with the proven ability to prioritize and manage time effectively.
  • Attention to detail and accuracy in work product.
  • Fluent in English, both spoken and written; proficiency in language(s) spoken by client group is desired.
  • Ability to lift 35+ lbs. safely.
  • Valid driver’s license and access to a personal, insured vehicle.

 

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 new hires to furnish proof of vaccination against COVID-19 in order to be considered for any in-office or hybrid positions.  All IRC US offices require full vaccination to attend any in-office functions (e.g., meetings, trainings).

 

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 $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.

To apply for this job please visit rescue.csod.com.


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