Deputy Director, Operations

The Deputy Director, Operations (DDO) will establish a well-functioning and compliant operational environment. The DDO will be responsible for the direct oversight, management and coordination of Safety & Security (S&S), Supply Chain (SC—Procurement, Inventory and Asset Management, Warehousing and Fleet Management), Facilities and Information Technology (IT) infrastructure for the IRC in Arizona State. The DDO will ensure that staff in the offices of Phoenix and Tucson have the adequate operations structure, the infrastructure, equipment, systems and tools, access to operations data and operations budget to support program delivery.

The DDO reports to the Executive Director (ED) and supervises the Welcome Center Operations Coordinator, Supply Chain Coordinator, Inventory Specialists and Front Desk Receptionists. The DDO will work closely work with Program, Finance and HR staff and will serve as the primary focal point for the HQ based RAI Director of Business Operations, and the main liaison for the Supply Chain Advisor (SCA), Regional S&S Director (RSSD), Regional IT Director (RITD), Global Facilities Director (GFD), Data Delivery and Integra teams.

As a member of the Senior Leadership Team (SLT), the DDO will communicate regularly about all issues of concern affecting operations or the ability of operations to support program delivery. The DDO will contribute to broad office-wide strategic conversations and initiatives including but not limited to RAI Scorecards, Risk Management. The DDO will comply with all IRC policies, procedures and protocols including adherence to the IRC Way and Child Safeguarding.

Major Responsibilities: -----------------------

Safety & Security—S&S: ------------------------------

- 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—SC:

- 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. - Ensure policy compliance for the fleet of IRC-owned vehicles and oversee their maintenance and usage.

Facilities:

- Manage 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 IT and S&S 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—IT:

- Serve as the office’s 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.

Leadership:

- In conjunction with other SMT members take ownership of relevant strategic objectives, provide guidance and oversight to the appropriate objectives in the IRC WA Strategic Action Plan. - Act as a member of IRC Arizona Senior Management Team. - Lead a team of highly performing staff with a cohesive team morale. - Work with IRC Arizona Senior Management Team, program leads and other staff, and ensure a good working relationship with all internal departments/programs in the design and coordination of new partnerships and community and client engagement. - Participate in all staff meetings, staff development activities, and fully engage as a member of the IRC Arizona team. - Represent IRC with partner organizations, funders, and other community stakeholders - Comply with all policies, procedures, and protocols of the agency.

- Other duties as assigned by the IRC Executive Director.

People Management:

- With the HR Manager, assist in recruiting, training, and coaching staff, including working collaboratively with program personnel to help them set, pursue, and achieve goals and objectives for performance and professional development. - Design and implement new staff trainings, ongoing refresher trainings, and relevant staff trainings. - Ensure that staff are well-trained on all operational related protocols and procedures.

- Utilize IRC’s People Management Standards including regular team and individual meetings, clear expectations, effective feedback, and responsive support. - Provide mentorship and support to staff around professional development, workload management, trauma-informed approach, and staff wellness. - Cultivate an environment of teamwork through regular program meetings and on-going training.

Financial Management & Budgeting:

- Develop annual operation budgets in conjunction with the Finance team. - Contribute towards the development and submission of operating budgets ensuring operational needs and requirements such as personnel, infrastructure, assets, et cetera are included. - Work with Finance and Program teams to ensure comprehensive operating costs are included into grant proposals and budgets.

Key Working Relationships:

Position Reports to: Executive Director

Indirect Reporting:

- *Internal*****: Program Departments; Operations Department; Global Supply Chain, Development Department, Finance Department, HR Department; volunteers and Interns - ***External*****:** Clients and community partners

Job Requirements: -----------------

- Bachelor’s degree in business, non-profit management, public administration, and or lived experience in this field is preferred. - Lived experience as a refugee or immigrant is preferred. - At least 8 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. - Must be able to lift 35 to 50 pounds (furniture, household supplies, and food boxes).

Compensation: 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 requirement.

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.

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