Job Overview: The Operations Specialist supports operational functions and provides related administrative support, resulting in a well-functioning, compliant environment for staff, clients, and partners. This position requires strong organization, creative problem-solving, personal initiative, and working well in a distributed, multicultural, fast-paced environment. This position reports to the Operations Manager who is located in Des Moines.
Major Responsibilities:
Safety and Security (S&S)
- Support day-to-day S&S-related needs.
- Coordinate immediate incident management, including filing police reports. Report S&S incidents involving staff or other protected individuals as per established protocols.
- Assist in developing and implementing office-specific S&S resources, including providing S&S briefings to new staff and persons falling under S&S protocol requirements.
Information Technology (IT)
- Support the management of IT and communications infrastructure management, including properly tracking and communicating hardware and software-related matters.
- Provide ongoing support and communication related to IT support, troubleshooting, and partner concerns.
- Work with the HQ IT team to address internet or telecommunications service disruptions, collaborating closely with local internet and telecommunications service providers.
Supply Chain
- Order supplies, equipment, etc. in accordance with supply chain and financial compliance guidelines and coordinate servicing and repairs as needed.
- Manage and maintain digital and physical files.
- Support office inventory and warehouse management needs, including contribution-in-kind (CIK), day-to-day storage, tracking, and reporting of inventory and asset movement.
- Coordinate vendor billing/invoices in partnership with the Finance team.
- Coordinate fleet management in accordance with established protocols.
- Coordinate on- and off-site storage needs.
Facilities Management
- Support Operations Manager on office equipment leases and coordinate repairs and improvements with vendors and property managers as needed.
- Aid in the allocation of workspaces and support related employee lifecycle needs such as building access.
- Support the smooth functioning of office infrastructure, including communications equipment and services.
- Assist with planning and coordinating office events and meetings.
- Other related duties as assigned.
Job Requirements:
Work Experience: One or more years of relevant work experience in office administration, facilities management, procurement, or related field preferred.
Demonstrated Skills and Competencies:
- Highly organized self-starter with demonstrated problem-solving and follow-through ability and proven success in managing multiple and diverse priorities under pressure.
- Strong analytic problem-solving skills with attention to detail.
- Ability to troubleshoot fundamental IT issues.
- Excellent verbal and written communication skills and an overall ability to communicate clearly and concisely.
- Strong interpersonal and time-management skills; proven ability to prioritize and deliver on time in a demanding, fast-paced environment.
- Ability to work independently and in a multifaceted, cross-functional global team structure.
- Highly proficient in Microsoft Office suite.
- Demonstrated ability to work effectively with stakeholders at all levels.
- Ability to manage and work through change proactively and positively.
- Ability and willingness to travel as required to meet office needs. Valid driver’s license and access to a personal, insured vehicle required.
Education: Bachelor’s degree preferred.
Language Skills: Fluency in English is required.
Working Environment:
- Standard office working environment. Occasional evening and weekend work may be required.
- Supporting teams across two Iowa offices in Des Moines and Iowa City will require regular (weekly) travel to one or other location, as determined by management and specific office need.
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 requirements.
Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer 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.
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: The IRC offers a comprehensive and highly competitive set of benefits. All US employees are eligible for sick time, a 403b retirement savings plans: up to 4.5% immediately vested matching contribution, plus an 3-7% additional IRC contribution, and an Employee Assistance Program which is available to our staff and their families to support in times of crisis and mental health struggles.
In addition, full-time employees are eligible for 10 US paid holidays, 20-25 paid time off days, disability & life insurance, medical, dental, and vision insurance (employee contribution starting at $135, $7, and $5 per month respectively) and FSA for healthcare, childcare, and commuter costs. Part-time employees are eligible for a proportionate amount of paid time off. These additional benefits apply to employees who work at least 6 months within a 12 month time period.