Operations Assistant

Description

Position Summary: This role aims to ensure the adaptation of operations and supply chain policies, train staff and partners, and manage purchase requests and deliveries. Key Responsibilities: 1. Manage purchase requests and track deliveries. 2. Support capacity strengthening of partners in operations. 3. Collaborate cross-departmentally to achieve objectives. 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. This position aims to ensure that operations and supply chain policies and procedures are appropriately adapted to the organization's operational context. Additionally, it will be responsible for training staff/consultants and local partners to facilitate effective implementation of Operations and/or Supply Chain processes. Under the supervision of the Operations Officer, the Operations Assistant will manage purchase requests, review quotations, and track deliveries related to the office. Furthermore, they will contribute to strengthening partners' capacities in managing their daily operations, promoting continuous improvement of their policies and adoption of good practices. All functions performed in support of the IRC\-Venezuela program must be executed with the highest level of discretion, strictly adhering to security protocols to protect staff, partner organizations, and beneficiaries. **Key Responsibilities:** **Supply Chain and Logistics** * Maintain careful inventory control of supplies, medicines, kits, and other items (assets\-property and Non\-Stock) held in our warehouses. * Execute procurement processes in accordance with the applicable threshold and procurement method, from request for quotation through receipt of goods and services, including submission to the Finance Department for payment processing. * Conduct market assessments of suppliers, categorized by procurement needs identified by programmatic and/or operations teams (HR, PARTNERSHIPS, FINANCE, SUPPLY CHAIN, SECURITY). * Request creation of Vendor records. * Manage requisitions in INTEGRA at the national level. * Ensure all supply chain\-related documents (electronic and hard copies) are properly archived, organized, and up\-to\-date. * Track deliveries, whether with suppliers or IRC/VE staff. * Update requesters on the status of their purchase requests. * Ability to develop, adapt, or establish effective, functional, and low\-risk procedures. * Any other function related to the role assigned by the supervisor to achieve role objectives. **Administrative Responsibilities:** * Manage contracts with service or product providers. * Responsible for managing and archiving IRC/VE documentation. * Facilitate necessary mechanisms for the Programs and Operations team to request transportation services. * Properly archive and organize all physical and digital documentation related to the supply chain. * Support the Operations Department. **Cross\-Departmental Coordination:** * Collaborate with Finance, Administration, and Programs to support achievement of objectives, integrate internal controls, ensure timely payments to suppliers, and maintain complete and auditable documentation. **Tools and Procedures:** * Execute all procurement processes using the ERP system designated by IRC\-VE. * Identify, document, and report deviations from procurement processes according to established mechanisms. * Develop, adapt, or implement effective, low\-risk operational procedures. **Other Functions:** * Perform any other tasks assigned by the supervisor to achieve role objectives. **Deliverables:** * Updated inventory documentation for assets, property, and Non\-Stock items. * Monthly consolidated contract status report. * Monthly market study and supplier list. * Bimonthly office supplies usage and consumption report. * Monthly updated documentation management of processes, as directed by the organization. **Occupational Safety and Health (OSH) Responsibilities:** Carry out duties arising from the employment contract in compliance with occupational safety and health regulations—not only to safeguard one's own safety and health but also that of other workers and beneficiaries, and to protect the facilities where one works—reporting hazardous conditions or situations immediately to the direct supervisor or internal bodies (Occupational Safety and Health Unit, Occupational Safety and Health Committee, Emergency Brigades, Road Safety Committee) to prevent accidents and/or occupational illnesses, enabling timely action. Use personal protective equipment correctly and maintain it in good condition, promptly reporting loss, deterioration, expiration, or malfunction to the responsible person for its supply or maintenance. Report one's health status and participate in training sessions and committees related to occupational safety and health, workplace coexistence, road safety, emergency brigades, and others determined by the organization. Failure to fulfill occupational safety and health responsibilities and functions will be considered a serious breach and may result in disciplinary proceedings and/or termination of the employment contract. **Job Requirements:** **Education:** * Bachelor’s degree in Logistics, Business Administration, Industrial Engineering, or related fields. **Preferred Experience and Skills:** * Minimum two years of specific experience in procurement, logistics, or supply chain functions. * Strong organizational skills; ability to interact effectively with international and national staff. * Basic spoken and written English proficiency. * Solid computer skills in MS Excel and MS Word. * In-depth knowledge of procurement ethics/procedures and donor compliance is essential. * Demonstrated ability to multitask and process information into actionable steps without delaying program activities. * Passion for NGO work and a positive mindset with an attitude of "can\-do" and teamwork. * Reliable and flexible, self\-motivated, and able to work well under pressure and time constraints. * Willingness to travel independently to other cities nationwide when required. **Work Environment:** * Standard office work environment. * Occasional domestic travel as needed. **Professional Conduct Standards** Staff and the organization must adhere to the values and principles outlined in the organization’s Professional Code of Conduct. In line with these values, the organization operates and enforces policies on beneficiary protection against exploitation and abuse, child safeguarding, workplace harassment, fiscal integrity, and anti\-retaliation. **Gender Equality**: Our Organization is committed to reducing the gender gap in leadership positions. We offer benefits that foster an enabling environment for women’s participation in our workforce, including parental leave, gender\-sensitive security protocols, and other supportive benefits and allowances. **Equal Opportunity Employer**: We are an equal opportunity employer and consider 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. **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. Cookies: https://careers.rescue.org/us/en/cookiesettings