Operations Assistant

Description

Position Summary: This role ensures the adaptation of operations and supply chain policies, trains staff, and manages purchase requests and deliveries to strengthen partner capacities. Key Highlights: 1. Manages purchase requests and verifies quotations. 2. Supports continuous improvement of operational policies. 3. Collaborates 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. The Operations Assistant, under the supervision of the Operations Officer, will manage purchase requests, verify quotations, and follow up on deliveries related to the office. Furthermore, they will contribute to strengthening partners' capacity 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 carried out 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 according to purchase thresholds and methods—from quotation requests 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 vendor creation. * Manage requisitions nationally in INTEGRA. * Ensure all supply chain\-related documents (electronic and printed copies) are properly archived, organized, and up\-to\-date. * Track deliveries—either with suppliers or IRC/VE staff. * Update requesters on the status of their purchase requests. * Ability to develop, adapt, or build effective, functional, and lower\-risk procedures. * Any other function related to the role assigned by the supervisor to achieve role objectives. **Administrative Responsibilities:** * Management of contracts with service or product providers. * Responsible for managing and archiving IRC/VE documentation. * Facilitate necessary mechanisms for the Programs and Operations team’s transportation service requests. * Properly archive and organize all physical and digital documentation related to the supply chain. * Support the Operations team. **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 per established mechanisms. * Develop, adapt, or implement effective and low\-risk operational procedures. **Other Functions:** * Perform any other tasks assigned by the supervisor to achieve role objectives. **Deliverables:** * Updated documentation of asset, property, and Non\-Stock inventory. * Monthly consolidated contract status report. * Monthly market study and supplier list. * Bimonthly office supplies usage and consumption report. * Monthly updated documentation management of processes, per organizational guidance. **Occupational Health and Safety (OHS) Responsibilities:** Carry out duties arising from the employment contract in compliance with occupational health and safety regulations—not only to safeguard one’s own health and safety but also that of fellow workers and beneficiaries, and to protect the facilities where one works—by promptly reporting hazardous conditions or situations to the immediate supervisor or internal bodies (Occupational Health and Safety Unit, Occupational Health and Safety Committee, Emergency Brigades, Road Safety Committee) to prevent accidents and/or occupational illnesses, enabling timely corrective action. Use personal protective equipment correctly and maintain it in good condition, immediately reporting loss, deterioration, expiration, or malfunction to the responsible person for its supply or maintenance. Report one’s health status and participate in trainings and committees on occupational health and safety, workplace coexistence, road safety, emergency brigades, and others as determined by the organization. Failure to fulfill occupational health and safety responsibilities and functions shall constitute serious misconduct 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. * Passionate about NGO work, with a positive mindset and 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 accordance 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