Operations Manager

3 days ago

Des Moines, Iowa, United States International Rescue Committee Full time

Job Title: Operations Manager - Des Moines Office

Job Summary:

The Operations Manager is a key member of the Senior Management Team (SMT) responsible for the direct or indirect oversight and coordination of all operational functions in IRC's Iowa offices of Des Moines and Iowa City. The Operations Manager serves as the primary liaison for HQ Regional Functional Leads, including Supply Chain, Regional Safety & Security, Regional IT, Global Facilities, and HR administration.

Key Responsibilities:

  • Human Resources:
    • Serve as the offices' first point of contact on all HR-related matters, including recruitment, new hire setup, new hire orientation, benefits, payroll, on-boarding, employee relations, performance management, training, career mobility, leaves of absence, status changes, and separations.
    • Guide recruitment processes, including job description development, job postings, review of resumes, interviewing, reference checks, background checks, and job offers.
    • Ensure compliance with HR-related IRC policies and procedures and state-specific labor laws.
    • Manage and maintain electronic office personnel records of employees and prepare paperwork with supporting documentation for employee lifecycle changes, including new hires, transfers, supervisory changes, separations, and related.
    • Lead background check procedures for staff and independent contractors.
    • Deliver new hire orientations on operational policies and procedures.
    • Coordinate HQ initiatives related to the IRC Way, Duty of Care, Safeguarding, and related content.
    • Support managers in aligning practices with IRC's Diversity, Equity & Inclusion and Gender Equality initiatives and policies.
  • Safety & Security:
    • Serve as the office primary focal point for day-to-day 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.
    • 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.
    • 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:
    • Serve as the office'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 and proper tracking of match or CIK inventory.
    • Ensure policy compliance for the fleet of IRC-owned vehicles and oversee their maintenance and usage.
  • Facilities Management:
    • Manage Des Moines and Iowa City offices 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.
  • Information Technology:
    • Serve as the Iowa offices' primary focal point for 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.

Requirements:

  • Undergraduate degree in business, non-profit management, public administration, or other 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 promote an organizational culture that reflects IRC's core values of service, accountability, integrity, and equality.
  • Ability to lead in a way that recognizes that IRC's work is best accomplished through the true collaboration of individuals from many cultures with a great variety of skills and perspectives.
  • Strong computer skills and ability to navigate all Microsoft office systems, as well as experience working through various IT systems and platforms requiring moderately advanced tech skills.
  • 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.
  • Valid driver's license and access to a personal, insured vehicle.
  • Ability and willingness to travel frequently (as needed, estimated 1-2 times/week) to Iowa City office location.

Working Environment:

A combination of standard office environment and 'field' time within the service delivery area to perform the above outlined responsibilities.

This position requires in-person office presence with a standard workday.

Physical ability to safely lift items such as office supplies, office furniture, and household furnishings.

May require occasional weekend and/or evening work.

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