Operations Coordinator

Who We Are

At IREX we strive for a more just, prosperous, and inclusive world—where individuals reach their full potential, governments serve their people and communities thrive.

But around the globe, persistent poverty, repression, and injustice prevent too many people form achieving their full potential.  To address these problems, we focus on people, not on vaccines, roads, or wells. We support individuals and institutions to create change in their own communities—and to create person to person bridges between nations.

IREX works with partners in more than 100 countries in four areas essential to progress: cultivating leaders, empowering youth, strengthening institutions, and increasing access to quality education and information.

The Operations Coordinator is responsible for the execution of ongoing tasks in Facilities & Administration and Field Operations and coordinate the administrative duties in support of organization-wide operations. Maintains IREX databases, calendars, and other internal information systems in the area of responsibility. Reporting to the Director for Security and Operational Support, the Operations Coordinator manages the coordination and ensures compliance of direct office services, such as the procurement of office supplies, budget, and financial administration. The Operations Coordinator oversees the administration of the IREX Facilities and Administration SharePoint portal. The incumbent also acts as the administrative coordinator for IREX’s Global Security Program and works closely and collaboratively with the Director for Security and Operational Support. The Operations Coordinator supervises and monitors the Facilities and Administration team’s response to IREX’s facilities and general administration requirements, questions, and issues to ensure that IREX is a welcoming and warm environment for its staff and visitors. Manages the IREX Travel program and manages relationship with travel vendors.

The incumbent is the primary coordinator of IREX’s monthly All Staff Meeting, and the Annual Holiday Party.  They oversee the management of IREX’s relationship with its facilities, administration and security vendors and ensures that services are delivered consistent with their term of service. The incumbent directly supervises the Operations Associate and as appropriate interns within the Facilities and Administration Unit. Works closely with supervisor to develop annual budget for unit and is responsible for tracking unit expenditures.

We are doers. Our decades of on-the-ground experience help us create greater impact, practical recommendations, and lasting partnerships.

Are you the next member of our team?

Your Background & Skills

Bachelor’s Degree

  • 3+ years of experience with progressive responsibility in professional office setting required
  • May require specific experience in a subject matter. May require a professional certification (i.e., PMP)
  • Demonstrated intermediate to expert proficiency with Microsoft Office (Outlook, Word, PowerPoint, and Excel), Office 365, Gmail, Google Sites administration, and Adobe Pro required.
  • Prior demonstrated experience with SharePoint portal administration preferred.
  • Prior experience with online conference booking experience highly desirable. Excellent interpersonal, project and time management, customer service, organizational, and communication skills, both oral and written required.
  • The ability to manage demanding situations with tact and diplomacy and multi-task in a fast- paced environment,
  • Prior work experience at an international NGO in an operations-related capacity highly desirable.
    Must be a self-starter who is detail oriented and possesses good judgment.
  • Must be a Team player and quick study.
  • Must genuinely like people and enjoy being at the center of a fast-paced work environment.
  • You must have unrestricted authorization to work in the United States.

Your Daily Tasks

  • Oversees management of day-to-day operations of the DC office including, but not limited to, office maintenance, supply inventory, mail system
  • Supports management of IREX insurance policy portfolio. Works closely with insurance broker to ensure policies are up to date and renewed annually at appropriate levels
  • Manages the IREX travel program including maintaining the relationship with IREX travel management company, addressing customer service issues, and coordinating logistics between the travel management company and IREX teams.
  • Manages and leads implementation of the Travel platform and troubleshoots issues; serves as day-to-day contact with Travel vendor
  • Makes ongoing recommendations to supervisor regarding improvements of travel services at IREX.
  • Manages the coordination of IREX All staff meetings. This includes the call for agenda items; drafting of agenda; distribution of agenda (and any associated distribution materials); ensures recordings are made available to all staff after each meeting; and interfaces with meeting participants and preps them as appropriate for their participation in the meetings.
  • Manages space logistics of IREX events including the annual holiday party and the annual Global Staff Retreat and the annual Field Finance Retreat.
  • Supervises the tasks of Operations Associate and interns as needed.
  • Serves as primary record-keeper to monitor, track and file safety and security related documents for the Global Security Program.
  • Works closely and collaboratively with the Director of Security and Operational Support and the Global Operations Officer to ensure that the organizational global security requirements are met.
  • Serves as day-to-day contact between IREX and its safety and security vendors including its emergency services and evacuation providers, safety and security training providers, home office security vendor and building management.
  • Maintains and updates IREX’s Travel Safety and Security Policy and DC Office Safety and Security Policy to ensure policies are appropriate for IREX’s operating environments, based on industry best practice and enforced throughout IREX in coordination with the Director of Security and Operational Support, .
  • Coordinates and schedules safety and security training and briefings, and in-service trainings in line with IREX policies tracks participation for IREX staff. Works with the Director of Security and Operational Support to ensure that all IREX staff are appropriately trained from hire and throughout their career with IREX.
  • Serves as Chief Safety Marshal at the IREX DC Office and ensures volunteer fire marshals are trained and aware of their responsibilities in the event of an emergency.
  • Coordinates IREX fire drills with building management.
  • Monitors building management policies relevant to safety drills, shelter in place and general risk management.
  • Works closely with the Director of Security and Operational Support to manage and assess IREX’s security related business insurance policy coverage is appropriate based on levels of risk exposure.
  • Assists in the management of IREX’s Crisis Management Plan (CMP) and serves as a member of the Crisis Management Team.
  • Works closely with the Director of Security and Operational Support to design and institute regular organizational wide-communication campaigns to promote, track and enforce compliance by staff at all levels of the organization.
  • Supports the design, customization and implementation of all safety and security trainings based on IREX policies, IREX work culture, and the diversity of IREX staff and programs.
  • Responsible for proactively communicating and disseminating internal information regarding changes and updates to operational processes and procedures and responding to feedback in a constructive manner.
  • Ensures regular IREX publications (weekly newsletter and quarterly digest) are properly edited and distributed on time
  • Manages IREX portal and the day-to-day maintenance and coordination among IREX practices and units
  • Works with the Director of Security and Operational Support and IT to determine long term objectives for site and recommends enhancements to all content.
  • Serves as primary record-keeper to monitor, track and file safety and security related documents for the Global Security Program.
  • Works closely and collaboratively with the Director of Security and Operational Support and the Global Operations Officer to ensure that the organizational global security requirements are met.
  • Serves as day-to-day contact between IREX and its safety and security vendors including its emergency services and evacuation providers, safety and security training providers, home office security vendor and building management.
  • In coordination with the Director of Security and Operational Support, maintains and updates IREX’s Travel Safety and Security Policy and DC Office Safety and Security Policy to ensure policies are appropriate for IREX’s operating environments, based on industry best practice and enforced throughout IREX.
  • Coordinates and schedules safety and security training and briefings, and in-service trainings in line with IREX policies tracks participation for IREX staff. Works with the Director of Security and Operational Support to ensure that all IREX staff are appropriately trained from hire and throughout their career with IREX.
  • Serves as Chief Safety Marshal at the IREX DC Office and ensures volunteer fire marshals are trained and aware of their responsibilities in the event of an emergency.
  • Coordinates IREX fire drills with building management.
  • Monitors building management policies relevant to safety drills, shelter in place and general risk management.
    Works closely with the Director of Security and Operational Support to manage and assess IREX’s security related business insurance policy coverage is appropriate based on levels of risk exposure.
  • Assists in the management of IREX’s Crisis Management Plan (CMP) and serves as a member of the Crisis Management Team.
  • Works closely with the Director of Security and Operational Support to design and institute regular organizational wide-communication campaigns to promote, track and enforce compliance by staff at all levels of the organization.
  • Supports the design, customization and implementation of all safety and security trainings based on IREX policies, IREX work culture, and the diversity of IREX staff and programs.
  • Manages budget forecasting and monitoring for the Facilities and Administration indirect budget and ensures invoice processing and credit card reconciliations related to Facilities & Administration, Global Security and Internal Communications are submitted to Finance in a timely manner.
  • Directly supervises and directs the work of the Operations Associate
    Ensures unit activities and work of direct report map to the annual unit work plan

IREX will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990, and the Americans with Disabilities Act Amendments of 2008.

We conduct background checks on all successful candidates.

This position is not eligible for Telework.

This position is not eligible for Immigration Sponsorship.

 

NO PHONE CALLS PLEASE

EOE – Equal Opportunity Employer

We are an equal opportunity employer with a commitment to diversity.

All individuals, regardless of personal characteristics, are encouraged to apply. AA/EOE/M/F/Vet/Disabled