Operations Supervisor

Job Overview:

The Operations Supervisor (OS) is responsible for the direct oversight and coordination of all operational functions in the San Diego offices, resulting in a well-functioning, compliant operational environment. The OS serves as the primary liaison for HQ Regional Functional Leads including Supply Chain Advisor (SCA), Regional Safety & Security Director (RSSD), Regional IT Director (RITD) and Global Facilities Director (GFD). The OS is the primary point of contact for various functional areas, manages reception, provides general administration support, and oversees the fleet of IRC-owned vehicles. This position reports to the Executive Director and provides direct supervision to IRC San Diego’s Inventory Specialist and other Operations staff, as assigned.

Major Responsibilities:

Safety & Security—S&S:

• Work closely with the Executive Director to oversee S&S matters.
• Responsible for the implementation and maintenance of all office S&S documentation.
• In collaboration with the Executive Director, organize all-staff S&S meetings at office or program site.
• Ensure that a minimum of one emergency evacuation is exercised 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 primary focal point for procurement, asset and inventory management, vehicle fleet management and transportation, and warehousing in accordance with established organizational and donor requirements.
• Assist Finance and Development with asset and in-kind inventory tracking;
• In conjunction with the Finance Team, lead the bidding process, including request for quotation process, request for proposal process, tender evaluation, and facilitating procurement committee functioning.
• Vendor and supplier management including identification, procurement, and maintenance of the relationship.
• 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.
• Maintain an asset and inventory list in coordination with Finance and Grants staff.
• Ensure policy compliance for the fleet of IRC-owned vehicles and oversee their maintenance and usage.
• Work with HQ Supply Chain to maintain IRC policy at all the times.

Facilities Management:

• Manage the 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 infrastructure including communications equipment and services.
• Responsible for coordinating the El Cajon garden with the onsite manager for maintenance and repairs, such as leaky pipes, and collect fee payments for the garden;
• Assist with planning and coordinating office space utilization.
• Responsible for coordinating on- and off-site storage needs.
• Develop and maintain cordial working relationships with landlord and property managers of both locations.

Information Technology—IT:

• Oversee IT and communications infrastructure, hardware and software matters. Manage and track computer inventory.
• 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.

Other Duties

• Provide mentorship and supervision to Operations staff, including leading team meetings, individual supervision and coaching, and conducting goal setting, and performance reviews.
• Serves as back-up to Front Desk Reception, as the need arises, for covering time off.
• Onboard new staff.
• Other duties as assigned.

Job Requirements:

• Demonstrated ability to work with deadlines and lead multiple priorities in a fast-paced environment. Ability to work independently.
• Good interpersonal communication skills and ability to effectively work in a multi-cultural work environment.
• Undergraduate degree in business, non-profit management, public administration, or others related field preferred.
• At least two years of related professional experience; preferably with refugee services and in a non-profit or social service environment.
• General computer/technology skills.
• Experience supervising staff preferred.
• Knowledge of state and federal donor compliance regulations is a strong plus.
• Vehicle with current driver's license, registration, and insurance.
• 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. Expectation to be in the office every day during the work week (M-F)
• May require occasional weekend and/or evening work.

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.

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.