Operations Supervisor

3 weeks ago

San Diego, United States International Rescue Committee Full time

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 more than 25 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees delivers 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.

**Job Overview**:
The Operations Supervisor (OS) is responsible for the direct oversight and coordination of all operational functions in the San Diego offices, resulting in a well-functioning, compliant operational environment. The OS 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). The OS is the primary point of contact for various functional areas, manages reception, provides general administration support, and oversees the fleet of IRC-owned vehicles. This position reports to the Executive Director and provides direct supervision to IRC San Diego’s Inventory Specialist and other Operations staff, as assigned.

**Major Responsibilities**:
**Safety & Security—S&S**:

- Work closely with the Executive Director to oversee S&S matters.
- Responsible for the implementation and maintenance of all office S&S documentation.
- In collaboration with the Executive Director, 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 primary focal point for procurement, asset and inventory management, vehicle fleet management and transportation, and warehousing in accordance with established organizational and donor requirements.
- Assist Finance and Development with asset and in-kind inventory tracking;
- In conjunction with the Finance Team, lead the bidding process, including request for quotation process, request for proposal process, tender evaluation, and facilitating procurement committee functioning.
- Vendor and supplier management including identification, procurement, and maintenance of the relationship.
- 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.
- Maintain an asset and inventory list in coordination with Finance and Grants staff.
- Ensure policy compliance for the fleet of IRC-owned vehicles and oversee their maintenance and usage.
- Work with HQ Supply Chain to maintain IRC policy at all the times.

**Facilities Management**:

- Manage the 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.
- Responsible for coordinating the El Cajon garden with the onsite manager for maintenance and repairs, such as leaky pipes, and collect fee payments for the garden;
- Assist with planning and coordinating office space utilization.
- Responsible for coordinating on
- and off-site storage needs.
- Develop and maintain cordial working relationships with landlord and property managers of both locations.

**Information Technology—IT**:

- Oversee IT and communications infrastructure, hardware and software matters. Manage and track computer inventory.
- Educate staff about IT support resources, including appropriate channels for incident reporting.
- Work with regio

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