Operations Manager at International Rescue Committee in Oakland, CA
Job Description JOB Overview:
The Operations Manager (OM) is responsible for the direct or indirect oversight and coordination of all operational functions in the Northern California offices, resulting in a well-functioning, compliant operational environment. The Operations Manager serves as the primary liaison for HQ Regional Functional Leads including Supply Chain Advisor (SCA), Regional Safety & Security Director (RSSD), Regional IT Director (RITD) and Global Facilities Director (GFD). This position reports to the Finance Director and oversees the Operations staff in each of the regions four offices including Sacramento, San Jose, Turlock, and Oakland. Major
Responsibilities:
Safety & Security--S&S:
Oversee regional S&S matters. Responsible for the implementation and maintenance of all office S&S documentation. Organize all-staff S&S meetings at office or program site. Ensure that a minimum of one emergency evacuation is exercised at office or program site level per year and other appropriate trainings informed by Security Risk Assessment findings. Cascade HQ and/or office security warnings and advisories to staff, interns, and volunteers as needed. Report all S&S incidents involving covered persons in accordance with established protocols. Coordinate immediate incident management including filing police reports. Build and maintain strong relationships with other S&S actors or stakeholders, including but not limited to community organizations and partners, authorities, security and rescue services, and property owners. Assist in the development of office-specific S&S onboarding materials, ensuring the provision of S&S briefings to new staff and covered persons. Supply Chain--SC:
Serve as the region's primary focal point for procurement, asset and inventory management, in-kind donations tracking and reporting, vehicle fleet management and transportation, and warehousing in accordance with established organizational and donor requirements. Lead the bidding process, including request for quotation process, request for proposal process, tender evaluation, and facilitating procurement committee functioning. Manage relationships with suppliers and vendors. Maintain up-to-date supplier and service provider records. Maintain asset register and inventory lists of purchased and donated items. Establish and manage inventory control for office supplies, stationery, and other consumables. In collaboration with the Finance Manager, ensure inventories reconcile with financial reports. Support program teams in meeting their match goals. Ensure policy compliance for the fleet of IRC-owned vehicles and oversee their maintenance and usage. Working with HQ Supply Chain to maintain IRC policy at all the times. Control and maintain the IRC policy through the PO system in Integra. Facilities Management:
Manage the region's office and equipment leases, coordinate repairs and improvements with property managers, and lead the procurement of office equipment. 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. Responsible for coordinating on- and off-site storage needs. Maintain NorCal's status with all counties related to annual property's tax along with exemption status. Information Technology--IT:
Oversee regional IT and communications infrastructure, hardware and software matters. Educate staff about IT support resources, including appropriate channels for incident reporting. Work with regional and HQ IT team to address any internet or telecommunications service disruptions, liaising with local internet and telecommunications service providers. Escalate any unresolved incidents or larger-scale IT projects (such as office moves or expansion) as needed. Ensure compliance with IT protocols, policies, and procedures including information security policy, IT procurement and asset management policy, acceptable use of IT resources policy, and new software procurement protocols. Other Duties Provide mentorship and supervision to Operations staff, including leading team meetings, individual supervision and coaching, and conducting goal setting, and performance reviews. Approve Integra vendor creations and invoice journals. Coordinate with the Finance Director to manage administrative expenses and reports. Other duties as assigned. Job Requirements:
Undergraduate degree in business, non-profit management, public administration, or others related field preferred At least five years of related professional experience; preferably with refugee services and in a non-profit or social service environment Experience supervising staff preferred Demonstrated ability to work with deadlines and lead multiple priorities in a fast-paced environment Good interpersonal communication skills and ability to effectively work in a multi-cultural work environment Knowledge of state and federal donor compliance regulations is a strong plus Fluency in English, written and spoken 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.
Salary Range:
$80K -- $100K
Minimum Qualification
Operations ManagementEstimated Salary: $20 to $28 per hour based on qualifications.
The Operations Manager (OM) is responsible for the direct or indirect oversight and coordination of all operational functions in the Northern California offices, resulting in a well-functioning, compliant operational environment. The Operations Manager serves as the primary liaison for HQ Regional Functional Leads including Supply Chain Advisor (SCA), Regional Safety & Security Director (RSSD), Regional IT Director (RITD) and Global Facilities Director (GFD). This position reports to the Finance Director and oversees the Operations staff in each of the regions four offices including Sacramento, San Jose, Turlock, and Oakland. Major
Responsibilities:
Safety & Security--S&S:
Oversee regional S&S matters. Responsible for the implementation and maintenance of all office S&S documentation. Organize all-staff S&S meetings at office or program site. Ensure that a minimum of one emergency evacuation is exercised at office or program site level per year and other appropriate trainings informed by Security Risk Assessment findings. Cascade HQ and/or office security warnings and advisories to staff, interns, and volunteers as needed. Report all S&S incidents involving covered persons in accordance with established protocols. Coordinate immediate incident management including filing police reports. Build and maintain strong relationships with other S&S actors or stakeholders, including but not limited to community organizations and partners, authorities, security and rescue services, and property owners. Assist in the development of office-specific S&S onboarding materials, ensuring the provision of S&S briefings to new staff and covered persons. Supply Chain--SC:
Serve as the region's primary focal point for procurement, asset and inventory management, in-kind donations tracking and reporting, vehicle fleet management and transportation, and warehousing in accordance with established organizational and donor requirements. Lead the bidding process, including request for quotation process, request for proposal process, tender evaluation, and facilitating procurement committee functioning. Manage relationships with suppliers and vendors. Maintain up-to-date supplier and service provider records. Maintain asset register and inventory lists of purchased and donated items. Establish and manage inventory control for office supplies, stationery, and other consumables. In collaboration with the Finance Manager, ensure inventories reconcile with financial reports. Support program teams in meeting their match goals. Ensure policy compliance for the fleet of IRC-owned vehicles and oversee their maintenance and usage. Working with HQ Supply Chain to maintain IRC policy at all the times. Control and maintain the IRC policy through the PO system in Integra. Facilities Management:
Manage the region's office and equipment leases, coordinate repairs and improvements with property managers, and lead the procurement of office equipment. 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. Responsible for coordinating on- and off-site storage needs. Maintain NorCal's status with all counties related to annual property's tax along with exemption status. Information Technology--IT:
Oversee regional IT and communications infrastructure, hardware and software matters. Educate staff about IT support resources, including appropriate channels for incident reporting. Work with regional and HQ IT team to address any internet or telecommunications service disruptions, liaising with local internet and telecommunications service providers. Escalate any unresolved incidents or larger-scale IT projects (such as office moves or expansion) as needed. Ensure compliance with IT protocols, policies, and procedures including information security policy, IT procurement and asset management policy, acceptable use of IT resources policy, and new software procurement protocols. Other Duties Provide mentorship and supervision to Operations staff, including leading team meetings, individual supervision and coaching, and conducting goal setting, and performance reviews. Approve Integra vendor creations and invoice journals. Coordinate with the Finance Director to manage administrative expenses and reports. Other duties as assigned. Job Requirements:
Undergraduate degree in business, non-profit management, public administration, or others related field preferred At least five years of related professional experience; preferably with refugee services and in a non-profit or social service environment Experience supervising staff preferred Demonstrated ability to work with deadlines and lead multiple priorities in a fast-paced environment Good interpersonal communication skills and ability to effectively work in a multi-cultural work environment Knowledge of state and federal donor compliance regulations is a strong plus Fluency in English, written and spoken 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.
Salary Range:
$80K -- $100K
Minimum Qualification
Operations ManagementEstimated Salary: $20 to $28 per hour based on qualifications.
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