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 administration. The Operations Specialist is responsible for providing logistics support for office facilities, including office infrastructure, supply chain and procurement, office supplies, IT, asset inventory, safety and security etc. The position is also responsible for assisting the Site Director in coordinating meetings, trainings, and events. The position reports to the Operations Manager – NorCal with a dotted line to the Site Director.

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 and coordinate servicing and repairs as needed.
• Manage Integra vendor creation and billing/invoices in coordination with Finance team.
• Manage asset inventory including phones and computers
• Manage procurement of staff and client items and bulk supplies utilizing PR/PO process
• 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.
• 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.
• Promote and actively participate in initiatives and efforts to build team engagement, inclusion and cohesion in IRC Oakland
• Foster ongoing learning, honest dialogue and reflection to strengthen safeguarding and to promote IRC values and adherence to IRC policies

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.

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.