Operations Coordinator

Job Description

Job Overview/Summary: The Operations Coordinator is responsible for the coordination of all operation functions for RSC Asia (Malaysia). This includes oversight of Supply Chain, Safety and Security, IT, and general administrative support.

Major Responsibilities:

• In close coordination with the Head of RSC Office Malaysia the Operations Coordinator will ensure a well-functioning, donor and IRC compliant operations working environment supporting project delivery. • Determine clear operations roles and responsibilities and communication protocols between teams to ensure a smooth and compliant operations working environment. • Under the guidance of the Head of RSC Office Malaysia serve as the focal point for Integra.

Supply Chain: • Supervise and support the Supply Chain Manager • Monitor and provide oversight on Supply Chain operations to ensure compliance to GSC and donor procurement procedures and policies. Ensure Supply Chain Manager has adequate oversight of inventory and asset management functions ensuring compliance to inventory and asset management policies. . • Ensure provision of high standard logistical support to all project sites • Conduct regular review of Supply Chain Power BI and Integra reports to ensure a high standard of Supply Chain Performance. Monthly monitoring and spot-checks for Asset, Program Supply Inventories and Procurement to assure that they are in compliance with GSC procedures and policies. • Support collaboration between Supply Chain, Program and Finance to ensure Item Forecast/Procurement plans are established and updated during the project cycle in timely manner. Ensure Supply Chain team has the right structure and team to provide effective support for project implementation. • Provide staff capacity building and development opportunities for the Supply Chain team, and ensure succession planning is in place.

Information Technology (IT): • Supervise and support the Senior IT Manager • Ensure IT equipment, network, and security protocols are in compliance with IRC and donor policy and guidelines • Ensure IT staff regularly monitor the START database and coordinate with the RSC Asia Systems Solution Coordinator to resolve any problems quickly and update affected staff in a timely manner • In close collaboration with RSC Asia Information Securities Coordinator, ensure IT compliance with NIST/FISMA guidelines

Budget and Fiscal Management: • Review and/or authorize financial documents as per the RSC Asia (Malaysia) Authorization Schedule • Develop annual operations budget in coordination with operation management teams and Head of RSC Office Malaysia • Participate in monthly BvA meetings, grant opening and closing meetings • Regularly oversee the updating of procurement and spending plans for the operation functions

Staff Management: • Conduct regular staff meetings for the Operations team • Provide performance feedback on a regular basis and in a timely manner • Complete mid-year and annual Performance Management Evaluations (PMEs) for all direct reports

Administration: • Supervise and support the Administration Manager • Ensure provision of high-quality administrative support to all project sites including administrative support to Programs Coordinators and departments • Ensure monthly lease payments completed for office and expat staff housing • Provide logistical support/coordination for RSC Asia visitors, conferences/meetings and ensure maintenance of up-to-date office key/access card logs and staff/visitor badges • Provide logistical support to expat staff, including arrival and departure • Act as Travel Focal Point and conduct annual review of RSC Asia Travel policies

Safety and Security: • Serve as the Security Focal Point for RSC Asia (Malaysia) and lead the Malaysia Security Management Team • Work with the Head of RSC Office to review and update the RSC Asia (Malaysia) Security Management Plan on an annual basis • Conduct security orientations for new staff and visitors • Enforce all policies relating to safety and security (including vehicle and transport policies) with both staff and visitors • Ensure PEP policy is kept up to date • Ensure Malaysia Staff List and Calling Tree are updated and distributed to staff on a monthly basis • Submits monthly reports to the Senior Regional Safety and Security Advisor (SRSSA)

Other: •Participate in RSC Asia (Malaysia) management meetings and trainings •Represent RSC Asia positively and professionally in both internal and external relations and situations •Coordinate and follow up with the relevant government bodies such as Ministry of Home Affairs, Immigration Department, and others regarding expatriate visas and other formalities •Other duties as assigned

Key Working Relationships: • Position Reports to:Head of RSC Office Malaysia • Position directly supervises: Senior IT Manager • Supply Chain Manager • Administration Manager • Indirect Reporting:Senior Regional Safety and Security Advisor • RSC Asia Director • Other Internal and/or external contacts: • Internal: Operations and Program staff • External: Malaysian Authorities, Vendors, IOM and UNHCR Operations staff; Visitors, including donors and HQ Staff

Job Requirements:

Education and Work Experience: • University Degree and/or three to six years prior relevant work experience in Administrative area • Prior management experience, preferably with oversight of Supply Chain, Administration, Finance, and/or IT • Prior work experience in social services or NGO environment preferred

Demonstrated Skills and Competencies: • Ability to prioritize tasks and work under pressure/respond to urgent requests • Good general knowledge of Supply Chain, Administration, Finance and HR functions • Excellent time and staff management • Highly organized, with strong task prioritization skills • Self-starter with the ability to work independently with minimal supervision

Language and Computer Skills: • Computer literate with intermediate MS Word and Excel skills • Good command of written and spoken English • Good interpersonal and communication skills

Certificates or Licenses: • Not applicable

Others: Although these are not requirements, IRC would prefer candidates with these qualifications: • Experience in a multi-cultural or internationally diverse workplace • Previous experience working with refugees or other vulnerable populations

Working Environment:

The employee is required to adhere to the “IRC Way” for professional conducts, as well as to be in compliance with all relevant Policies and Procedures while carrying his/her duties.

All other employee terms and conditions shall be as per stipulated in the Employment Contract and/or Employee Handbook.

Qualifications