Senior Operations Manager

Job Description

Program Brief:

Founded in 1933, International Rescue Committee (IRC) is one of the world’s leading agencies working in post-conflict and development contexts, supporting communities in over 40 fragile, failed and developing states. In this capacity, we work to restore safety, dignity and hope to millions who are uprooted, struggling to endure and wishing to advance on a path of development.

The Resettlement Support Center Asia (RSC Asia), funded by the US State Department Bureau of Population, Refugees, and Migration (PRM), assists persons throughout Asia seeking permanent resettlement in the United States. Responsible for a portfolio of 37 countries, RSC Asia: prepares refugee applications for the United States Refugee Admissions Program (USRAP) using START (a State Department–managed data system that supports the arrival and resettlement of refugees through technology); provides information to resettlement agencies about arriving refugees and offers cultural orientation training to refugees bound for the United States.

Purpose of the Role:

The Senior Operations Manager is responsible to fulfill the operational needs of Refugee Resettlement Program (RSC) Cox’s Bazar Office and RSC Field Facilities in Teknaf and Ukhiya in Rohingya camps under the direct supervision of Admin Coordinator. (S)he will also be responsible for operational support e.g. Office and Facility management, Budget preparation, Coordination & liaison with program team, staff supervision and support to field level facilities. (S)he will assist Admin Coordinator and work closely with the RSC operations team based in Cox’s Bazar Field Office.

Highlights of Key Responsibilities:

Operation and Facility management:

- Responsible to ensure facilities for RSC Cox’s Bazar office and Field including staff sitting arrangement, furniture, equipment and stationeries considering staff/ program need. - Ensure and manages the upkeep of all IRC facilities on ground that essentially include timely payment of rental, electricity, water, drainage, visibility considering well-being of staffs and beneficiary for Cox’s Bazar office, Field based facility (if require). - Responsible to make contract/ lease agreement and ensure rental payment has paid on time as per contract and update if necessary. - Responsible for working on the office improvement for RSC Cox’s Bazar Office. Ensure office maintenance work for RSC Cox’s Bazar Office and Field level facility. - Responsible to ensure office stationaries/ supplies/ consumable items for office and make appropriate plan for next quarter. - Ensure logistics support to training, meeting, workshop in RSC Cox’s Bazar Office and field level. - Responsible to ensure that the generators are functional, and ensure repair, maintenance, servicing has done on time for all IRC_RSC facility of Ukhiya and Teknaf. - Ensure repair maintenance of office equipment and furniture as when necessary. - Ensure proper operational support in response to the Program request and their priorities. - Ensure proper maintenance of IRC structure as well as the functionality of utilities; including water supply, electricity, generator & other utilities. - Ensure renovation work (if any) of the premises / facilities as needed.

Supply Chain:

- Responsible to utilize operation budget and make plan to ensure that the PR has submitted to supply chain well ahead under Cox’s Bazar and others as necessary. - Liaison with Supply Chain team to ensure office supplies are smooth and on time delivery to office and field facilities. - Ensure office store, stationery and consumables are keep accurate record in store and dispatch with proper documentation - Ensure the distribution of the supplies in the camps and the facilities are done as per the distribution plan from the programs and update to Admin Coordination on time. - Support in the searching of the land and land negotiations, premises when required.

Staff Supervision and Development:

- Provide encouraging mentorship and supervision to direct reports. Provide appropriate and timely feedback to staff regarding their performance, including timely implementation of the regular check in, annual staff performance management system in operations department - Promote an open, diverse, and participatory work environment. - Lead with dedication, integrity, service, and accountability to the “IRC Way” – Global Standards for Professional Conduct. - Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.

Others:

- Ensure security of all IRC facility and follow up security guard’s performance in coordination with Security team and update to Admin Coordinator time to time. - Assist Admin Coordinator to maintain field office control and efficiency. - Consult with and make recommendations together with the Admin Coordinator on field operations, security and administrative issues - Ensure compliance with IRC policies and practice with respect to PSEA, safeguarding, code of conduct, safety and security, anti-harassment, and other relevant policies and procedures.

Major Challenges/Difficulties of this role:

- Balancing multiple priorities in a dynamic and high demanding work environment; - Smooth coordination and communication between requestors and Supply chain department; - Ensuring smooth Office administration and support service quality during a period of rapid expansion; - Prioritizing workload to ensure effective administrative performance & delivery of program needs.

Deliverables/KPI:

- Manage overall office administration. - Manage Operations budget planning & expenditure. - Ensure safety & security of office facilities as per IRC Standard. - Ensure standard workplace environment. - Ensure all IRC facilities are in good working condition according to the context. - Monthly operational report to OC.

Qualifications

- Minimum 6 years of experience in Logistics/Operations/Administration. - Experience of working with UN Agencies or Non-Governmental organizations. - Very good skills in MS Word, Excel, Outlook, Power point. - Excellent interpersonal and team building skills. - Experience of working in refugee context is an added advantage - Excellent skills and proven track record of external representation and coordination - Experience of managing oversight of logistics, administrative and field base operations - Excellent inter-personal and problem solving skills and proven ability to negotiate with a wide range of people (internally and externally) - High energy, and able to effectively prioritize and execute tasks in a high-pressure environment - Ability to work independently and maintain flexibility in an environment where change or revision to projects and planning is regular - Cultural and gender sensitivity, adaptability, willingness to travel

Language Preference:

- Strong communication skills in both: Bengali & English. - Familiarity with Chittagonian language is preferable

Specific Educational Qualification:

- Master’s degree in Business Administration/ Logistics/ Supply Chain.

Standard of Professional Conduct:

IRC and IRC employees are required to abide by the values and principles outlined in the IRC Way – Code of Conduct which are Integrity, Service, and Accountability. In accordance with these values, IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, Combating Trafficking in Persons and several others.

Gender Equality & Equal Opportunity:

We are committed to narrowing the gender gap in leadership positions. We offer generous benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances. We welcome and strongly encourage qualified female professionals to apply.

We are an equal opportunity employer and value diversity at our organization. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. Are you ready to join the most dynamic team?