SayPro Operations Management —

• Serve as the office’s first point of contact on all HR-related matters, including recruitment, new hire setup, new hire orientation, benefits, payroll, onboarding, employee relations, performance management, training, career mobility, leaves of absence, status changes, and separations.
• In conjunction with hiring managers, guide recruitment processes including job description development, job postings, review of resumes, interviewing, reference checks, background checks, and job offers.
• Ensure compliance with HR-related IRC policies and procedures and state-specific labor laws.
• Manage and maintain electronic office personnel records of employees and prepare the paperwork with supporting documentation for employee lifecycle changes to include new hires, transfers, supervisory changes, separations, and related.
• Manage leave and attendance records for all staff, ensuring managers and employees have accurate PTO data to make appropriate decisions.
• Lead background check procedures for staff and independent contractors.
• Deliver new hire orientations on operational policies and procedures.
• Coordinate HQ initiatives related to the IRC Way, Duty of Care, Safeguarding, and related content.
• Support managers in aligning practices with IRC’s Diversity, Equity & Inclusion, and Gender Equality initiatives and policies.

Safety & Security—S&S:

• Serve as the office’s primary focal point for day-to-day S&S matters.
• Responsible for the implementation and maintenance of all office S&S documentation.
• Organize all-staff S&S meetings at the office or program site.
• Organize a minimum of one emergency evacuation exercise at the office or program site level per year and other appropriate training 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 by 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 office’s primary focal point for procurement, asset, and inventory management, in-kind donations tracking and reporting, vehicle fleet management and transportation, and warehousing by established organizational and donor requirements.
• Lead the bidding process, including a request for quotation process, request for proposal process, tender evaluation, and facilitating procurement committee functioning.
• Manage relationships with suppliers and vendors.
• 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.
• Support program teams in meeting their match goals.
• Ensure policy compliance for the fleet of IRC-owned vehicles and oversee their maintenance and usage.

Facilities Management:

• Manage 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.
• Assist with planning and coordinating office events and meetings.
• Responsible for coordinating on- and off-site storage needs.

Information Technology—IT:

• Serve as the office’s primary focal point for IT and communications infrastructure, hardware, and software matters.
• Educate staff about IT to support resources, including appropriate channels for incident reporting.
• Work with regional and HQ IT teams 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 as assigned.