Operations Specialist

The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

Job Overview:

The Operations Specialist is responsible for the coordination of operational functions of the Sacramento office, resulting in a well-functioning, compliant environment for staff, clients, and partners.  They are the primary point of contact for various functional areas, manage reception, and provide general administrative support. This is a challenging position that requires strong organization, creative problem-solving, a high level of personal initiative, and the ability to work well in a distributed, multicultural, fast-paced environment. This position reports to the Site Director.

Major Responsibilities:

Safety and Security (S&S)

• Serve as the office’s primary focal point for day-to-day S&S matters.

• Coordinate immediate incident management including filing police reports.  Report S&S incidents involving covered persons in accordance with established protocols.

• Develop office-specific S&S onboarding materials, ensuring the provision of S&S briefings to new staff and covered persons.

• Organize a minimum of one emergency evacuation exercise at office or program site level per year and other appropriate trainings informed by Security Risk Assessment findings.

Information Technology (IT)

• Serve as the office’s primary focal point for IT and communications infrastructure, hardware, and software matters.

• 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.

Supply Chain

• Serve as the office’s primary point of contact for procurement and 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.

• Manage vendor billing/invoices in coordination with Finance team. 

• Coordinate fleet management in accordance with established protocols.

• Coordinate on- and off-site storage needs.

Facility Management

• Manage office and equipment leases, coordinate repairs and improvements with property managers as needed.

• 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.

• Assist with planning and coordinating office events and meetings.

Other duties

• Greet clients, visitors, donors, job candidates, and other IRC stakeholders at front desk with a high degree of professionalism.

• Coordinate and refer walk-in clients to appropriate programs.

• Answer calls, manage general email account, and respond to walk-in inquiries.

• Complete I-9 verifications with new hires.

• Other duties as assigned

Key Working Relationships: 

Position Reports to:  Operations Manager with dotted line to Site Director.

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 basic IT issues.

• Excellent verbal and written communication skills as well as an overall ability to be clear and concise in all communications.

• Strong organizational and time-management skills; proven ability to prioritize and deliver on time in a demanding, fast-paced environment. 

• Ability to work both independently and in a dynamic, 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 in a proactive and positive manner. 

Education: 

• Bachelor’s degree or equivalent directly related experience required. 

Language Skills: 

• Fluency in English required.

Preferred experience & skills: 

• Prior people management experience preferred.

Working Environment: 

• Standard office working environment.

Compensation: (Pay Rate: $26-$27/hr). 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. 

Professional Standards: All International Rescue Committee workers must adhere to the core values and principles outlined in IRC Way - Standards for Professional Conduct. Our Standards are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Safeguarding, Conflicts of Interest, Fiscal Integrity, and Reporting Wrongdoing and Protection from Retaliation. IRC is committed to take all necessary preventive measures and create an environment where people feel safe, and to take all necessary actions and corrective measures when harm occurs. IRC builds teams of professionals who promote critical reflection, power sharing, debate, and objectivity to deliver the best possible services to our clients.

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Benefits: IRC offers a comprehensive and competitive benefits package. Highlights include 10 paid sick leave, 10 U.S. holidays, 20-25 generous paid time off based on role and tenure, medical insurance starting at $163/month, dental starting at $6.50/month, and vision starting at $5/month, flexible spending accounts (healthcare, dependent care, and commuter), a 403(b) retirement savings plan with employer match (immediate vesting) along with a non-elective employer contribution based on age and years of service (3-year vesting), disability and life insurance, and an Employee Assistance Program (EAP) offering confidential counseling and support services for employees and their families.

Equal Opportunity Employer: IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.

Why Choose the IRC?

Work that has meaning: Every day at the IRC is a chance to make a difference through a purpose-driven career. Whether you're working directly with communities or providing support behind the scenes, you will be part of a dynamic team that is always innovating, scaling, and testing new and better solutions to ensure the best possible outcomes for the people we serve.

Global scale, dynamic workplace: At the IRC, we believe that the dynamic, global make-up of our team is our strength. When you join us, you're not just starting a job—you will be part of a global organization positively impacting millions of lives in over 40 get to work with colleagues from all around the world—working across time zones and regularly exchanging different ideas, perspectives and insights. You’ll join a team that is dedicated to fostering a supportive environment to create a workplace where everyone feels valued, respected, and heard.  

Challenging work, innovative solutions: We’re committed to excellence and innovation, and pride ourselves in setting industry-leading standards while practicing evidence and data-lead strategies. Come challenge norms, shatter conventions, and pioneer change while working on real, nuanced and complex issues we face in the world today.  

Community centered: We’re an empathetic community that truly cares for one another. Our comprehensive safety and security initiatives ensure a safe work environment, while our continuous learning and development programs provide ongoing opportunities for personal and career advancement.

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Our Typical Recruitment Process

The interview process typically includes three rounds, though the number may vary depending on the role and level of seniority. It usually begins with a conversation with our recruiting team to learn more about you and your goals. This is followed by an interview with a hiring manager or business stakeholder to explore your background and provide more insight into the role. The final round focuses on assessing your role-specific expertise and may be conducted as a panel interview to evaluate your cross-functional strengths. Before extending an offer, we generally conduct reference checks, and after an offer is made, a standard background check is completed. While we strive for consistency, the process may differ based on the role, business unit, location, job type, legal requirements, and other factors.

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