Haiti Operations Coordinator

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

SCOPE OF WORK: Reporting to the Country Director, the Operations Coordinator will ensure compliance to all human resources, administrative, as well as logistic (asset and inventory management, vehicle movement, procurement and warehousing) policies and procedures, in addition to managing the related day-to-day operations of IRC Haiti. Under the direction of the Country Director, she/he will coordinate safety and security updates.

RESPONSIBILITIES: Human resources/ Administration

Provide oversight and guidance to the Senior HR Manager and Administrative team on the following: • Ensure that the recruitment process for employees is carried out using standard practices and procedures necessary to recruit and hire a superior workforce; • Ensure employee contracts are up to date and signed as needed. • Maintain the personnel filing system. • Liaise with HQ & the CD on Performance Evaluations for all staff and follow up as necessary; • Review the Admin & HR policies for IRC Haiti; • Part of the senior management team responsible for the communication of policies, procedures, programs and in country laws; • Design/implementation of development plans and the development of the HR department; • Ensure that IRC is in compliance with Haiti’s labor laws; • Ensure effective communication and feedback through meetings, surveys, newsletter, internet; • Review/monitoring of the current salary scales implementation as well as competitiveness. • With the HR department and Security Officer, responsible for employee safety, welfare, wellness and health ;Oversee guesthouse, residences and office lease agreements; • Ensure all lease agreements are extended or terminated on time and according to contractual obligations; • Monitor the personnel files of IRC staff to ensure completeness including emergency contact lists, copies of passports and visas; • Update the Leave and R&R related database and assist in processing new R&R and Leave requests from international staff; • Responsible for the administrative services within all sites of the IRC; • Oversee the analyses and organizational office operations and procedures, for example, preparation of payrolls, flow of correspondence, filing, requisition of supplies, and other clerical services; • Responsible for the plans for office layouts and initiates cost reduction programs; • Responsible for the preparation of organizational budget related to operations.

Logistics/Security • Overall supervision of IRC Haiti Logistics systems, • Ensure best practices and policies and procedures and are followed, • Standardization of logistics systems in place throughout IRC Haiti; • Development of an IRC Haiti Logistics manual and in-country logistics policies and procedures in compliance with the IRC standards for approval by the Country Director; • Ensure IRC warehousing procedures are followed including issuing, receipt, tracking and monthly reporting; • Review and comment on spot checks reports by the senior supply chain Manager on the general stock status to ensure that IRC delivery, storing and tracking systems are adhered to; • Review and comment on quarterly inventory reports and stock valuation for Haiti and the field sites (if applicable); • Ensure asset register is up to date in all field sites and that the master copy in PAP is up to date and review the quarterly report on physical inventory of assets; • Ensure monthly expenditure reports on fuel usage, maintenance and repairs are completed using the standard formats and charts used by IRC and review and comment on those reports accordingly; • Setting of guidelines and enforcing IRC’s regulations concerning vehicle usage;
• Review monthly reporting formats submitted from all field sites from time to time and implement any adjustments/additions necessary; • Follow up on all security incident reports; • Develop procedures and guidelines to ensure security and safety of IRC personnel and assets; • Updating of the IRC Haiti Security Management Plan as and when necessary.

Procurement • Ensure that procurement is carried out in accordance with IRC standard procurement policies and procedures in addition to donor-specific polices; • Review and approve the authorized and contracted supplier list every year as submitted by the supply chain Manager and ensure that ATC checks are completed for all authorized and contracted suppliers; • Provide support to the supply chain Manager in the procurement of goods and services from overseas in collaboration with the Global Procurement Unit. • Ensure that a price list of program supplies is updated on a quarterly basis through market surveys; • Review monthly reports on the IRC Haiti PR Tracking & Metrics system for submission to IRC New York.

Managerial and Supervisory Responsibilities: • Responsibility for the operating budget for the operations units; • In coordination with Coordinators and Country Director, plan and execute regular field visits to offer support/training to field logistics and admin. Staff; • Manage the senior supply chain Manager, the Procurement Manager, HR Manager in line with their respective job descriptions; • Work with the Field and Sector coordinators to ensure that they have appropriate staffing; • Liaise with the sector coordinators on all aspects of recruitment and staffing; • Attend and comment as appropriate on all CGM/OGM.

KEY WORKING RELATIONSHIPS: External: Ministry of Labour and Immigration, Logistic Cluster, other NGO, UN Agencies, Haiti’ Road Transport Authority officials; Vehicle examinations office; Traffic Division of the Haitian Police Force; Garage owners guilds; dealers in genuine spares and related equipment in PAP; dealers in petroleum products and donors.

Internal: Country Director, Administration & Senior HR Manager, Logistics staff, Finance Controller, all program coordinators, grants department.

QUALIFICATIONS
• Education: University Degree in Business Administration or similar.
• Fluency in written and spoken, English required; • Fluency in written and spoken French strongly desired.

Experience:
• 3 years professional experience with NGO or related work.
• Excellent computer skills including word, excel

Please apply at: http://tbe.taleo.net/NA2/ats/careers/requisition.jsp?org=IRC&cws=1&rid=7383