People and Operations Coordinator

  • Added Date: Tuesday, 25 February 2020
  • Deadline Date: Tuesday, 31 March 2020

The Emergencies and Humanitarian Action Unit (EHAU) leads and handles three distinct organization-wide functions within the IRC: Emergency Preparedness and Response: ensuring that assistance that helps crisis affected communities to survive is delivered immediately; Humanitarian Policy and Standards: helping the IRC design and deliver the quality, accountable and ethically sound programs that achieve Core Humanitarian Standards, as well as the essential humanitarian principles of Humanity, Impartiality, Neutrality, Independence; International Safety and Security: working to sustain and grow safe access into the world’s highest need and most volatile locations.

SCOPE OF WORK

In this role you will be responsible for coordinating response and deployment support (including operations and general administration) across the EHAU from HQ. You will work closely with the Response Management Team to ensure effective communication and coordination of emergency response deployments and support activities. You will supervise a team of two Program Associates to respond to field and HQ needs, while also ensuring their professional development with the EHAU’s Program Associate program.

This is a challenging position that requires proven management skills, strong organization skills, creative problem-solving skills, a high level of personal initiative, and the ability to work well in a multi-cultural and fast-paced environment. This role will require you to lead multiple, complex tasks, while thriving under pressure. Based in New York, this role is supervised by the Associate Director, Human Resources.

KEY RESPONSIBILITIES

Deployment & HR Management

• Serve as primary point of contact for all deployment requests

• Maintain the online Deployment Management System (DMS), ensuring information is complete and up to date

• Ensure that deployment Terms of Reference (TOR) documents are received and approved prior to deployments being commissioned

• Coordinate travel, provide visa guidance, and general support for deploying staff

• Ensure completion of post-deployment processes (i.e. performance management, debriefs)

• Serve as primary point of contact with country programs that have deployed staff and EHAU staff on deployment

• Report on deployment statistics and provide regular status updates on staff whereabouts

• Coordinate with EHAU counselor on relative deployments, enabling them to provide timely individual support and/or consultation for staff care

• Develop timely interventions for staff involved in critical incidents; work closely with Associate Director for HR, on interventions, and Deputy Director for Emergency Response Management, as needed

• Collaborate with the EHAU Finance Manager on daily rate calculations and any financial issue/matter related to the emergency team

• Coordinate logistics and administration for emergency unit staff orientation and onboarding process, including handling office space allocation

• Assist with occasional HR administrative tasks, as needed

Roster Management

• Uphold functional emergency roster system, working in collaboration with EHAU Deputy Director, Emergency Response Management and Associate Director, HR as required to update and refine emergency roster policies and tools

• Maintain rigorous communication outreach to all members of the IRC’s emergency rosters to assure a sense of inclusion and team, and so as to increase loyalty to IRC roster system

Operational Support

• Ensure smooth action of all key operational functions across the EHAU

• Triage field staff requests to assign to Program Associates and raise sensitive and high priority requests as needed

• Establish strong collaborative relationships with various HQ departments to ensure a results-oriented approach

• Oversee complete process in execution of service contracts

• Lead all aspects of the logistics & vendor agreements of the EHAU annual off-site conference

• Find opportunities to increase efficiency and effectiveness in operational processes through observation of challenges from the field and in collaboration with Associate Director for Human Resources

• Liaise with the EHAU’s Senior Management Team, Emergency Response Team and Roster staff, Country Program staff, and NY operations departments to problem solve as part of the EHAU Support Team.

Response Support

• Coordinate and oversee registration process for new country emergency responses in coordination with General Counsel’s office to secure required documentation

• Oversee the transfer of financial resources—including cash-- to field sites, and facilitate travel and program expense advances in coordination with Finance department

• Assist new country responses with the procurement and logistics of visibility items and assets

Staff Management and Development

• Directly supervise the 2 Program Associates, assigning and scheduling tasks to ensure appropriate workloads and sufficient exposure to full range of operational tasks ensuring redundant capacity

• Utilize PA Manual as a guide to oversight of the PA Career Development Program & update manual regularly

• Agree on annual performance goals with direct reports and complete periodic performance appraisals

• Promote and maintain a positive work environment for direct reports including providing timely support, encouraging learning and skills development, providing effective feedback and holding regular staff meetings

Qualifications

• Bachelor’s degree or equivalent, with at least 3-5 years related experience, including experience in supervising staff, and a passion for supporting staff in their professional growth

• Solid organizational skills, detail-oriented, ability to multi-task, and prioritize tasks

• Robust Human Resources background, with focus on rapid problem solving and customer service approach, operations experience desirable

• Excellent interpersonal and communication skills: the ability to efficiently liaise with people within and across departments in a multi-cultural environment

• Ability to multi-task and work in a fast paced environment, with a strong sense of prioritization

• Flexible work attitude and ability to work in a team across functions

• Experience interacting and communicating productively with members of a multifaceted organization at various levels

• Good judgment and ability to maintain confidential information

• High level of comfort with MS Excel, Word, PowerPoint and Outlook

Preferred Additional Requirements

• Experience in a humanitarian or development organization

• Multi-lingual skills advantageous – with priority placed on French and Arabic

• Field experience a plus, but not necessary for this role

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