Operations Coordinator

Overview:

Women for Women International works in some of the most dangerous places to be a woman. We serve women survivors of war in conflict and post-conflict areas around the world in 8 countries including Afghanistan, Iraq, Eastern Congo, and Northern Nigeria. Our core belief is that stronger women build stronger nations; and with access to knowledge, resources, and a support network, a woman rebuilds her life and improves her community.

Our model works and we have the data to prove it. In our 26-year history, Women for Women International has reached over half a million women. The women we work with across three continents earn just $0.81 a day when we enroll them. At graduation, it’s $2.11, nearly tripled.

Our impact goes beyond income. The number of women who say at least one household member went to sleep hungry in the last four weeks has gone from 18% to 5%. And more women say they speak out against women’s abuse: 26% report having publicly spoken in the last six months against physically abusing women.

When women have the right tools, they realize the power within themselves to transform their lives, their families, their communities, and entire nations.

Purpose:

The Operations Coordinator serves as the first point of contact for the Headquarters (US) office on facilities management and related procurement of goods and services. The role also serves as the HQ office security officer supporting the Associate Director, Safety and Security on HQ international travel coordination.

The role is responsible for providing project management and other support to the VP, Global Operations and Culture, and general administrative support to the Operations team.

Duties & Responsibilities:

Safety and Security Services – HQ office security officer responsibilities include:

• Liaises with the HQ office building on all safety and security matters, and updates management, HR, and employees as appropriate
• Coordinates international travel arrangements, and assists employees and consultants as needed to ensure a positive experience, and that they prepared for and understand the security implications and procedures that must be followed
• Supports the administration of investigation processes in line with organizational policies and procedures, ensuring confidentiality to maintain the integrity of the process
• Coordinates the organization’s safeguarding employee resource group

VP, Global Operations and Culture Support

• Supports with the preparation and distribution of materials for board meetings to board leadership and committees; may also assist with minute taking during meetings.

• Assists with the preparation of the Operations team annual budget and periodic reforecasting

Operations Team Support

• Coordinates operations team meetings – scheduling; developing and distributing agendas; and following-up on open items, to ensure meetings run effectively and the best use of teams’ time
• Collaborates with operations team leadership and other team members to ensure that they receive the necessary information to move forward initiatives
• Collaborates with the IT/Global Business Solutions team, creating and maintaining a simple to use SharePoint site for all employee to access latest updates, policies, and procedures, and keep up-to-date calendars with employees’ travel dates and federal holidays

Office Facilities Management

• Onboards new employees and trains existing employees on the use/application of office facilities equipment and processes

• Manages relationships with office management vendors – this includes ensuring timely renewal of agreements, reconciling invoices & processing payments, updating account records and troubleshooting

• Maintains the appearance of common spaces, supply room and new hires desks; as well as maintaining the inventory of the kitchen and office supplies.

• Collects, sorts and distribute office mail to appropriate parties

• Tracks traffic and visits to the HQ office; liaising with the office building to ensure compliance of all safety and security protocols are met by visitors and employees

Safety and Security Services – HQ office security officer responsibilities include:

• Onboards HQ employee on security and safety protocols, ensures completion of the mandatory IFRC e-course, and notifies employees when their certificates expire at the 3-year point

• Prepares and administers pre-departure briefings, track all necessary international travel related documents, and assists with requesting or drafting invitation letters

• Responsible for issuing, signing out and signing in of first aid kits to all international travelers, reporting any deficiencies in the kits, and restocking as necessary

• Tracks the organization’s risk register

VP, Global Operations and Culture Support

• Prepares expense reports and processes reimbursements
• Keeps abreast of any items for which feedback is needed, ensuring effective and timely processing

Operations Team Support

• Implements assigned special projects ensuring completion within the defined scope, time, and cost

• Create and maintains a central repository of contracts and non-HR related insurance documents, tracking and notifying relevant employees of end dates, and other key contractual requirements to ensure compliance.

• Maintains the organization’s policy directory to facilitate referencing, uploading, and tracking of policies

Other

• Performs other duties as assigned

Skills & Qualifications:

• Bachelor’s degree
• 4 -7 years of experience (or equivalent combination of education and experience) in a collaborative working environment supporting senior level professionals

• Ability to communicate effectively with senior executives as well as external stakeholders, such as board members and vendors

• Superior organizational and prioritization skills, communicates task completion to relevant stakeholders

• Customer service orientation – views role as supporting and facilitating the work of team; and as integral to ensuring the team’s cohesiveness and effectiveness

• Ability to exercise discretion and judgment in the performance of duties

• Resourceful and able to seamlessly work cross-functionally

• Positive attitude and flexibility – approach work with a spirit of “yes” without being distracted from main objectives; strike a positive tone; push work forward through obstacles, ambiguity and adapt quickly as things change or shifting deadlines

• Strong work ethic and willingness to take ownership of a wide-ranging responsibilities

• Collaborate with employee in other departments and with function leads to receive necessary information for successful cross-departmental tasks and projects

• Follow-through – consistently on top of tasks and responsibilities, follows-up on items and general areas of work, and meets deadlines

• Attention to detail – maintains a high level of proficiency

• Strong knowledge of MS office, especially Excel

Physical Demands:

• May require bending, lifting, standing, sitting, computer work, etc.

Organizational Values:

Our global core values define how we are to behave as we pursue our mission, our vision, and our strategic objectives:

• Empowerment. We believe every woman is unique and powerful in her own right. Our people are our greatest strength and we will support them to achieve our aims by providing them with the information, rewards and power they need to take the initiative and make decisions to solve problems and improve our delivery and performance. As a learning organization – we encourage our people to take risks and make mistakes, we learn and grow and get better, stronger and smarter.
• Integrity. We will never communicate in any way that exploits or demeans the women we exist to serve, we will deliver a program of training that maximizes the impact for the women we serve to bring them the biggest benefits and facilitate the greatest long term positive change in their lives. we do what we say we are going to do, when we say we’re going to do it. We act as good stewards of the organization’s resources.
• Respect. We believe every woman has the right to be treated with fairness and dignity. we trust each other implicitly, confident in the knowledge that we are all working towards the same goals. Equally, we hold each other responsible and accountable at all levels of the organization for the outcomes of our actions. We will be bold, clear and kind in our communication with our colleagues across the organization and not allow disrespectful behavior to go unchallenged.
• Resilience. We see every day the strength of women survivors of war and their ability to never lose hope despite having faced the greatest atrocities and horrors of conflict. They inspire us to stay strong, hopeful, focused and committed to our global purpose. We support each other to do the same.

All our employees are required to adhere to WfWI’s Code of Conduct and Safeguarding policies and to our organizational values: Empowerment, Integrity, Respect, Resilience.