Global Operations Coordinator

at Relief International
Published September 18, 2022
Location London, United Kingdom
Category Procurement  
Job Type Full Time  

Description

 

About Relief International.

 

Relief International (RI) is a leading non-profit organization working in 16 countries globally to relieve poverty, ensure well-being and advance dignity. We specialize in fragile settings, responding to natural disasters, humanitarian crises, and chronic poverty.

 

RI combines humanitarian and development approaches to provide immediate services while laying the groundwork for long-term impact and resilience. We focus on health/nutrition, education, economic opportunity, and water, sanitation, hygiene (WASH) programming while integrating protection, environment/climate change, and conflict mitigation in partnership with the communities we serve.  We empower communities to find, design and implement the solutions that work best for them.

 

RI includes the three corporate members of the RI Alliance: RI-US, RI-UK, and MRCA/RI-France. Under our alliance agreement, we operate as a single, shared management structure.

 

 

 

About our Programs

 

RI is active in 16 countries around the world, including some of the most fragile: Afghanistan, Bangladesh, Iran, Iraq, Jordan, Lebanon, Myanmar, Pakistan, Philippines, Somalia, South Sudan, Sudan, Syria, Turkey, and Yemen.  Often, RI is the only organization providing assistance to highly vulnerable communities.

 

RI employs about 5,000 staff and auxiliary workers

 

97% of staff are local nationals and there are about 90 international (expat) staff.

 

2021 programs budget is about $125M

 

RI receives funding from a broad range of institutional donors – US,UK, Europe, and the UN, to delivery life-saving and resilience building programming with communities and local and international partners.  RI supports solutions that reinforce and improve upon existing in-country systems. Where such systems do not exist or are chronically underperforming, RI’s crisis response lays the foundation for long-term, sustainable change.

 

 

 

Position Summary.

 

You will support the Supply Chain and Operation team in managing the day-to-day team, administration, staff travel support, office administration for the RI Global Support Offices (GSO/HQ offices) in Washington DC, London, Belgium and France.

 

The Global Operations Coordinator will maintain oversight of RIs travel management, invoicing and account management with the global travel agent and supporting staff travel issue resolution. They will lead on office administration and management, including liaising with landlords, rent invoice processing, office supplies, courier service, key management, and bills and utilities. The role will include insurance claim processing and tracking and supporting insurance renewal information gathering and submission as well as office procurement and guidance to other teams on the procurement process. They will also support the Supply Chain and Operations team with global tenders and work with the IT department and head of office teams on asset management for items in GSO offices.

 

The Global Operations Coordinator will define, refine, introduce and manage processes to drive efficiencies in their role.

 

 

 

 

 

Key Responsibilities and Duties.

 

Compliance to systems and processes

 

Define, refine, introduce and manage solutions and processes, that are compliant to RI policies, and that drive efficiencies in the role.

Provide regular training to staff in GSO offices and country travel focal points on the processes associated with this role

Ensure compliance to RI ethics and compliance policies

Global Travel Support

 

Engage with all RI country travel focal points and international travellers to ensure they understand the RI travel policy and processes staff to ensure compliance and staff safety and security in all travel arrangements.

Coordinate with global travel agent and ensure RI global travel policy agreement is properly applied ensuring:

processes adhere to global department delegations of authority and budget holders

to manage GSO departmental relationships to ensure strong services are provided to departments and teams

accurate and timely collation, review and processing of all global travel company invoices

to introduce and support to use of travel management company technology that can improve RI staff travel experience, booking efficiency and safety

Support staff travel issue resolution

Manage any global World Food Program (WFP) booking requirements

Office Management (all GSO Offices, US, Belgium. UK and France)

 

liaison with landlords, utility management, any repair and maintenance, rent invoice processing, lease agreements, office moves, terminations, etc.

Coordinate with internal stakeholders to maintain all RI insurances for US, UK and global country offices

Insurance claim and declaration processing and tracking, supporting insurance renewal information gathering and submission and insurance coverage and claim reports to the SMT

Manage staff access to GSO offices and associated key fobs and keys

Procurement support

 

Lead on office supplies and services procurement for the GSO offices in compliance with RI policies and processes

Provide guidance and support other non-tender procurement for teams in GSO Offices

Support the Supply Chain and Operations team with all global tenders and tenders for GSO Offices

Administrative support

 

Work with the IT department and head of office teams on equipment controls and asset management for items in GSO offices.

Update the Supply Chain and Operations RI Connect (sharepoint intranet) pages as advised by the Supply Chain and Operations team and conduct awareness sessions in GSO offices and RI country offices as to how to find information on these pages

Manage the courier services used by GSO offices

Manage the Operations and Supply Chain digital filling structure for GSO offices

Ensure effective administrative support to the Operations and Supply team as required.

Safeguarding

 

Uphold and promote RI’s commitment to ensuring the safeguarding and safety of the vulnerable communities we serve

Ensure that your behaviour inside and outside of work promotes the values outlined with RI’s code of conduct and safeguarding policies

Culture and ways of working

 

Sensitivity and understanding of diversity and cultural differences, gender issues and the commitment to equal opportunities

Ability to demonstrate and uphold RI’s values and ethics

Other related tasks that may arise from time to time

 

 

 

Role requirements.

 

Experience and skills required for the role.

 

You will bring previous office management experience, including supporting global travel, office procurement, and office administration

Progressive work experience in cross-cultural environments and demonstrated ability to adapt to support Country teams

Strong organisational analytical and administrative skills, including an excellent attention to detail.

Ability to work under pressure and to meet challenging deadlines.

Must be flexible and willing to perform other duties

Ability to work flexible hours to support RIs various operations globally

Demonstrated ability to work and manage across multi-functional units

Cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures.

 

Interested candidates can send their CVs

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