Operations Coordinator - GT

Job Description

The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping people survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC provides vital care and life-changing assistance to displaced persons and refugees forced to flee war or disaster. Working today in more than 40 countries and 22 US cities, we restore safety, dignity and hope to millions of people who are uprooted and struggling to survive. The IRC leads the way from home damage.

El Salvador, Guatemala and Honduras, called North Central America (NCA), face a complex emergency and a sub-prioritized humanitarian crisis of a multi-causal nature. The COVID-19 pandemic, along with recurring natural disasters, have only intensified the basic needs of historically marginalized groups, putting their long-term mental and physical well-being at risk. By November 2020, there was an estimated total of 9.2 million people in need (PIN) of humanitarian assistance; this number represented a 77% increase compared to early 2020 data.

In this context, the IRC responds to people in need through GBV prevention and response services, child protection services, protection coordination, advocacy, responsive information and multi-purpose cash assistance. . Activities are tailored to communities, based on their needs, resources, and access to services. Activities at duty stations are determined in collaboration with local stakeholders, allowing the response to be tailored to micro-contextual considerations and community preferences. The IRC works closely with local partners at each location.

Job Overview

The Operations Coordinator will be responsible for guaranteeing compliance with the IRC standards for the Supply areas. Chain , IT, Safety & Security and Legal for the Guatemala office. It is responsible for establishing strategies for the optimization of physical, material and financial resources, as well as articulation with the programmatic area for the optimal implementation of the programs in the country.

The Operations Coordinator for Guatemala will report directly to the IRC NCA DDO and is responsible for leading and managing the operations teams in the Country Program, ensuring they are fit for purpose and responsive to the needs of the IRC programs.

The Operations Coordination is expected to contribute to high levels of teamwork and interdepartmental and intersectoral collaboration. Through their leadership, the operations teams will support program execution, driven by results and guided by data analysis, problem identification and resolution, as well as ensuring that the IRC team in Guatemala meets the objectives. IRC professional and ethical standards (IRC Way).

Responsibilities:

Management and strategy

Contribute and actively participate in management and leadership platforms such as Country Leadership Team and IRC NCA Region Management Team and also ensure quality and meaningful participation of Operations teams in strategy related activities.

Supply chain and information technology:

• Support and manage the supply chain team to deliver timely, effective and compliant services and support with procurement, transportation, warehousing and facilities aligned with in-country program requirements .

• Support processes and ensure compliance with IRC policies and donor regulations.

• Collaborate with DDO in the review of contracts to guarantee validation and compliance by the Regional Unit and Headquarters, in accordance with the communication channels established in the region.

• Monitor compliance with supply chain policies and procedures for purchasing, delivery, warehousing, communications, and transportation.

• Work with the SC team to ensure the provision of reliable IT systems and equipment, including internet, laptops and telecommunications, and the implementation of IT policies and procedures.

• Ensure that all IT equipment is maintained and secure and that an appropriate replacement schedule is in place.

• Please ensure that all equipment and assets purchased for use within the country program meet the licensing requirements established by IT.

• Coordinate with programs and alliances the necessary support from the different local partners and ensure a good level of monitoring and follow-up with all of them.

Asset management

• Supervise transportation management and staff movement plans to carry out activities.

• Manage the vehicle use policy at the local level as well as guarantee a broad portfolio of transportation modality alternatives for the implementation of programs in prioritized areas.

• Ensure that transportation providers comply with local regulations for the type of transportation service contracted.

• Make sure all systems are in place to account for transported goods and IRC warehouse procedures are followed.

• Ensure proper tracking of all IRC assets used by each of the programs in both countries, in accordance with IRC rules and procedures.

• Ensure quarterly physical verification of assets and asset reporting.

• Plan and control quarterly inventories and ensure that there is an effective inventory maintenance system.

Ensure the proper functioning of the Guatemala office, which includes:

• Make sure stocks of office supplies, cleaning materials are available, and office equipment is working properly, including IT equipment.

• Guarantee the updating of the operating permits in accordance with the legal terms for the Guatemala office.

• Coordinate the preparation and lodging of visitors, meetings, events, air tickets, transportation logistics, among others.

• Participate in the search process for office and residence leases for international staff.

• Guarantee timely payment of bills for communications services and public services (electricity, potable water) for the Guatemala office and international staff residences, if any.

• Manage the offices and supervise the cleanliness and order of the work spaces to guarantee a suitable environment.

• Keep a record of the rental contracts and guarantee with the SC team the payment according to the agreement.

• Provide administrative assistance to IRC staff as needed.

• Serve as administrator of the INTEGRA purchasing and supply platform in Guatemala and provide proper maintenance as needed.

Security management

• Ensure that the Global Safety and Security Policy is applied in the country office.

• Ensure that staff are aware of and apply standard operating procedures related to security management in Guatemala.

• Manage that all the training required by the personnel in terms of security and protection is carried out properly and in the established time. Includes: Onboarding , On arrival Briefing, Pre- Arrival Briefing, Personal security at Kaya .

• Manage with the relevant people that the Security Risk Analyzes are updated and that they are functional for decision-making.

Planning:

• Manage the maintenance plan of the IRC offices.

• Manage the maintenance plan for the fleet of owned and rented vehicles from IRC.

• Manage the maintenance plan for IRC technological equipment.

• Manage the preparation and execution of the operating budget.

• Manage the selected performance indicators for IRC for each of the areas of SC, IT and S&S.

• Coordinate with the program team the development of the procurement plan.

Staff Supervision:

• Provide supervision to operations and administration staff: Supply Chain Officer, Logistics Assistant, IT Interns, S&S Officer and General Services Assistant.

• Practice excellent human resource management, supporting the development, promotion and retention of a motivated team of qualified and experienced staff.

• Identify staffing and/or skill gaps and ensure these gaps/needs are filled.

• Support the hiring of personnel in operations.

• Provide feedback through regular performance reviews.

• Ensure that all staff comply with the IRC Way and other human resources policies and procedures.

• Design and implement a capacity building program for the entire supply chain and program staff designed to strengthen the capacity for autonomous action.

• Make sure all operations staff are aware of and comply with IRC policies for procurement, asset and inventory management, and vehicle and equipment management, so they can clearly share this information.

Budget and Finance:

• Oversee sections of the supply chain and operations budgets

• Review annual operating budgets for the country and actual expenditure reports and provide feedback to DDO and DDF.

Reports:

• Prepares/reviews monthly supply chain reports.

• vendor reports .

• Prepares/reviews FI execution progress reports.

• Supervise the status of waivers and MSA / MPA of the Country.

• Prepares/reviews a report on assigned technological equipment (semester and when required by the parent company).

• Prepares/reviews annual inventory report.

• Prepares/reviews asset and property report for specific projects.

• Keep the "Country Operations Scorecard" updated.

Key employment relationships:

 Position reports to: DDO

 The position directly supervises: Supply Chain Officer, S&S Officer, Logistics Assistant, General Services Assistant, IT Intern.

 Other internal and/or external contacts:

 Internal: CD, DDP, DDF, SCCo , S&SCo , S&Sco , Program Managers, Human Resources Officers, Grants Team and Partnerships Officers, Finance Managers,

 External: Local Authorities, Local Communities

**R******equirements****

• Professional with a degree in: Business Administration, Accounting and Finance, Industrial Engineering or related careers.

• More than 5 years of progressive professional experience at management level.

• Previous experience managing humanitarian and/or development programmes.

• Strong program/technical and budget management skills, planning, reporting, monitoring and evaluation skills.

• Previous experience managing support and operations departments is preferred.

• Strong written and oral communication skills, effective in representing and liaising with external parties.

• Interpersonal Qualities: Works well and promotes teamwork, flexible and able to handle pressure with professional grace.

• Proven leadership quality. Ability to provide guidance while promoting an open and supportive work environment.

• fluent in spanish

• Basic level of spoken and written English.

• Permission to reside and work in Guatemala.

The position is based in Ciudad de Guatemala and must comply with IRC El Salvador safety and security protocols.

IRC and IRC employees must adhere to the values and principles outlined in the IRC Way - Standards of Professional Conduct . These are integrity, service, responsibility and equality. Consistent with these values, the IRC operates and enforces the Protecting Beneficiaries from Exploitation and Abuse, Protecting Minors, Workplace Harassment, Fiscal Integrity, and Retaliation policies.

Gender Equality – The IRC is committed to reducing the gender gap in leadership positions. benefits that provide an enabling environment for women to participate in our workforce, including paternity leave, gender-sensitive safety protocols, and other benefits and support allowances.

IRC is an equal opportunity employer . The IRC considers all applicants based on merit without distinction of race, sex, color, national origin, religion, sexual orientation, age, marital status, offering job opportunities to displaced persons, returned emigrants, LGTBI population, people with some type of of disability or any other characteristic protected by applicable law.

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Added 1 year ago - Updated 8 months ago - Source: rescue.org