Senior Operations Coordinator (National Position)

International Rescue Committee

About the job

Requisition ID: req23506

Job Title: Senior Operations Coordinator (National Position)

Sector: Operations

Employment Category: Fixed Term

Employment Type: Full-Time

Open to Expatriates: No

Location: Bangkok, Thailand

Job Description

Background/IRC Summary:

The IRC has a rich history of assisting refugees to apply for United States resettlement, from its founding in 1933 to help vulnerable individuals escape Nazi-occupied Europe, to pioneering the Joint Voluntary Agency which assisted Indochinese refugees for 22 years, to operations in Croatia, Sierra Leone and Sudan. Since 2005, RSC Asia has resettled over 180,000 refugees to the United States.

Based in Bangkok with field offices in Thailand and Malaysia, the IRC Resettlement Support Center (RSC Asia) is funded by the US State Department Bureau of Population, Refugees, and Migration (PRM) to assist persons throughout Asia seeking permanent resettlement to the United States. Responsible for a portfolio of 37 countries, the RSC: 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.

Job Overview/Summary

Reporting to the RSC Director, the Senior Operations Coordinator assists RSC Director with the execution of operational policies and procedures for the RSC. The Senior Operations Coordinator is responsible for providing primary oversight and strategic operational support to the RSC Director and Deputy Director, particularly in interfacing with the Malaysia and Thailand Operations leadership including Supply Chain, Safety and Security, Human Resources, IT, Finance, and general administration to ensure RSC program requirements are met. This position also supervises the program support team (PST) staff in Thailand and ensures the operational support work is carried out in adherence to all IRC/RSC policies and procedure and donor’s requirements.

Major Responsibilities

Budget and Fiscal Management:

  • Work closely with the RSC Director and Deputy Director, Finance and HQ to develop the annual RSC budget in coordination with program coordinators and finance leadership.
  • Work closely with the RSC Director to regularly monitor the full RSC Asia budget (both Malaysia and Thailand portions) in the BvA application/Integra (internal applications).
  • Ensure spending plans for operational functions updated regularly in both Malaysia and Thailand.
  • Participate in monthly budget-versus-actuals, scorecard, and grant opening and closing meetings.
  • Review operational legal instruments and/or authorize financial documents as per the IRC Thailand Authorization Schedule.

Operational Management

  • Act as the primary lead for coordination of the donor-required IT security audit (both internal and external) by serving as the single point of contact for reporting, planning, document requests and management, as well as administrative and other logistical matters; work with local program and IT leadership to ensure initiation of and manage any remediation plans.
  • Act as the primary liaison for internal policy issues between the RSC program and the Operations teams in Malaysia and Thailand (shared program cost (SPC) staff) to ensure timely sharing of information, understanding and implementation of policies and procedures.
  • Foster cross-departmental linkages, communication, and synergies within IRC/RSC Malaysia and Thailand organization to increase effectiveness and efficiency.
  • Assist the RSC Director and Deputy Director to ensure that Operations and Administrative policy and procedures are developed and cascaded in a consistent manner to RSC program staff in both Malaysia and Thailand.
  • Participate in regular meetings with the IRC Thailand operations staff.
  • Work closely with the RSC Director to ensure compliance with operational and legal matters.
  • Serve as the primary RSC focal point for the rollout of Integra, the IRC’s new Enterprise Resource Planning (ERP) software application.

Supply Chain

  • Ensure procurement plans are developed and updated for the RSC program in both Malaysia and Thailand in a timely manner.
  • Ensure that supply chain-related requests are communicated by RSC staff and delivered by Operations staff in agreed upon delivery timelines and timely renewal of contracts.
  • Ensure authorization of procurement actions as listed within the IRC Malaysia and Thailand Authorization Schedule.
  • Assist program staff to understand and apply both IRC Global Supply Chain (GSC) and donor procurement policies, working with Supply Chain to conduct trainings as needed.
  • Lead the planning for annual staff appreciation events, ensuring these are comparable in Malaysia and Thailand.

IT Audit

  • Oversee external and internal IT audits, ensuring all collaborators are delivering on time
  • Compile and submit all final compliance reports, as required

Safety And Security

  • Participate in annual security and risk assessment analysis in MY and TH and contribute to short and long-term strategic mitigation and response planning and its periodic review. Review monthly safety and security reports from MY and TH and ensure RSC Director is briefed on any issues.
  • Coordinate and collaborate as needed with both Malaysia and Thailand Security Focal Points to ensure timely communication to staff in response to incidents/emergencies and assist with reviewing and updating of the IRC Malaysia and IRC Thailand Security Management Plans on an annual basis.

Other

  • Participate in management meetings and trainings.
  • Cultivate strong collaboration for efficient execution and quick troubleshooting of cross-departmental business processes.
  • Represent the IRC and RSC positively and professionally in both internal and external relations and situations.
  • Adhere to and serve as a role model of the IRC Way Standards for Professional Conduct.
  • Other duties as assigned.

Key Working Relationships

Position Reports to: Director, RSC

Position directly supervises: N/A

Indirect Reporting: Deputy Director, Malaysia

Other Internal And/or External Contacts

Internal: RSC Program staff; Operations staff in both Malaysia and Thailand as well as Regional/HQ Operations support

External: Visitors, including donors and HQ Staff; IOM and UNHCR Operations staff

Qualifications

Job Requirements:

Education

University degree, preferably in logistics, management, administration or other relevant field; advanced degree is

preferred. Equivalent combination of education and direct experience will be considered.

Work Experience

  • Minimum of five years relevant work experience, including oversight of operations and administrative support areas (Finance, HR, IT, Safety and Security and/or Supply Chain)
  • Minimum 3 years staff and performance management experience required. Experience working in a multicultural setting and managing a multi-cultural staff, preferred.
  • Experience working in a multi-cultural or internationally diverse workplace required
  • Prior work experience in social services, non-profit or NGO environment highly beneficial
  • High level program or project management experience required.
  • Financial management experience, including preparing and managing budgets, required.

Demonstrated Skills And Competencies

  • Solid organization and program implementation skills with the ability to juggle multiple tasks, set priorities, effectively manage time, work under pressure, respond to urgent requests, and meet deadlines.
  • Excellent written and oral communication skills including the ability to communicate effectively with colleagues and partners in a cross-cultural environment.
  • Self-starter with the ability to work independently with minimal supervision
  • Team player with proven ability to lead and motivate staff.
  • Good general knowledge of Supply Chain, Administration, Finance, HR, IT and Safety and Security functions
  • Demonstrated ability to manage and adapt to changing environment.
  • Client centered and service-oriented mind/attitude.

Language And Computer Skills

  • Fluency in both written and spoken English and Thai.
  • Working knowledge of a refugee language helpful.
  • High level of computer literacy and proficient in MS Office applications (Word, Excel, Power Point, Outlook) is required.
  • Ability to type 40 words per minute

Certificates Or Licenses

  • None

Working Environment

The position is currently based in Bangkok in an urban office environment. The position may require both domestic and international travel to support delivery of USRAP processing within Thailand and throughout the region. A valid passport and the ability to acquire US and other visas, as necessary, is a requirement. The employee is required to adhere to The IRC Way for professional conduct, as well as to be in compliance with all relevant IRC and donor policies and procedures while carrying out his/her duties.

Standards Of Professional Conduct

The IRC and IRC workers must adhere to the values and principles outlined in the IRC Way – Code of Conduct. These are Integrity, Service, Accountability and Equality. In accordance with these values, the 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.

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