Operations Assistant

Job Posting Organization:
The International Rescue Committee (IRC) is a prominent international humanitarian non-governmental organization (INGO) that was founded in 1933 at the behest of Albert Einstein. The organization is dedicated to responding to some of the world's most severe humanitarian crises, providing essential services to restore health, safety, education, economic wellbeing, and empowerment to individuals affected by conflict and disaster. The IRC operates in over 40 countries and 29 cities across the United States, employing a diverse workforce committed to delivering impactful solutions that help millions of people regain control over their lives and strengthen their communities. The IRC's mission is to be a force for humanity, and its employees are driven by a passion for making a positive difference in the lives of those they serve, ensuring safety, dignity, and hope for all.

Job Overview:
The Operations Assistant plays a crucial role in ensuring the smooth operation of the organization's office environment. This position encompasses a variety of responsibilities, including receptionist services and operational duties that contribute to a compliant and efficient operational setting for staff, clients, and partners. The Operations Assistant is expected to manage the front desk, handle incoming communications, and maintain a welcoming atmosphere for visitors. Additionally, the role involves supporting the Operations Manager with facility maintenance issues, coordinating IT repairs, managing supply orders, and assisting with safety and security" style="border-bottom: 1px dotted #007bff !important;">security matters. The ideal candidate will be proactive, organized, and capable of multitasking in a dynamic office environment, while also demonstrating effective communication skills and a commitment to the IRC's mission.

Duties and Responsibilities:
The Operations Assistant's duties and responsibilities include:

• Reception and Facility Management: - Answering all incoming phone calls and directing them to the appropriate team members in a timely and courteous manner. - Managing the front desk area, greeting and directing clients and visitors professionally. - Providing information and answering questions for all visitors. - Maintaining the reception area and lobby in a neat and professional manner. - Receiving and distributing incoming mail and faxes. - Supporting the Operations Manager in resolving facility maintenance issues.
• Information Technology (IT): - Coordinating repairs and improvements of copiers and other office equipment with staff, property managers, and vendors. - Supporting office-level IT and communications infrastructure, hardware, and software needs.
• Supply Chain: - Ordering office and program supplies as needed. - Processing vendor invoices in coordination with the Finance team.
• Safety and Security (S&S): - Providing support for day-to-day safety and security matters. - Supporting special projects and performing other tasks and duties as assigned.

Required Qualifications:
To be considered for the Operations Assistant position, candidates must meet the following qualifications: - A high school diploma is required; an Associate's Degree is preferred. - A minimum of 2 years of previous reception and/or clerical experience is necessary. - Fluency in English is mandatory, and bilingual abilities are preferred. - Excellent computer skills are preferred, particularly in the MS Office suite (MS Word, Excel, and Outlook), along with data entry skills. - Candidates should be highly organized, flexible, and possess effective communication and time management skills. - Strong administrative and organizational skills are essential, with the ability to work independently and collaboratively in a multicultural environment.

Educational Background:
The educational background required for the Operations Assistant position includes a high school diploma as a minimum requirement. An Associate's Degree is preferred, indicating a higher level of education that may provide additional skills and knowledge beneficial for the role. Candidates with relevant coursework or certifications in office administration, business management, or related fields may also be considered favorably.

Experience:
Candidates for the Operations Assistant position should have a minimum of 2 years of previous experience in reception and/or clerical roles. This experience should demonstrate the ability to manage front desk operations, handle communications effectively, and perform administrative tasks in a professional environment. Experience in a non-profit or humanitarian organization may be advantageous, as it would provide insight into the unique challenges and dynamics of such settings.

Languages:
Fluency in English is a mandatory requirement for the Operations Assistant position. Bilingual abilities are preferred, as they can enhance communication with a diverse client base and contribute to a more inclusive office environment. Proficiency in additional languages relevant to the communities served by the IRC may be considered a valuable asset.

Additional Notes:
The Operations Assistant position is based in a standard office work environment, with the possibility of hours extending outside of typical office hours as needed. This role is represented by the OPEIU union and is subject to the terms and conditions of a collective bargaining agreement. The compensation for this position ranges from $21.00 to $23.00 per hour, with the exact offer being determined based on various factors such as labor market conditions, job type, internal equity, and the candidate's experience and skills. The IRC offers a comprehensive benefits package for US-based employees, including paid time off, medical and dental insurance, a retirement savings plan, and an Employee Assistance Program. The IRC is committed to equal opportunity employment and considers all applicants based on merit without discrimination.