Operations Coordinator

**Requisition ID**: req46502

**Job Title**:Operations Coordinator

**Sector**:Operations

**Employment Category**: Fixed Term

**Employment Type**: Full-Time

**Open to Expatriates**: No

**Location**: Malaysia

**Work Arrangement**: In-person

Job Overview/Summary: The Operations Coordinator is responsible for the coordination of all operation functions for RSC Asia (Malaysia). This includes oversight of Supply Chain, Safety and Security, IT, and general administrative support.

Major Responsibilities:

- In close coordination with the Head of RSC Office Malaysia the Operations Coordinator will ensure a well-functioning, donor and IRC compliant operations working environment supporting project delivery.
- Determine clear operations roles and responsibilities and communication protocols between teams to ensure a smooth and compliant operations working environment.
- Under the guidance of the Head of RSC Office Malaysia serve as the focal point for Integra.

Supply Chain:

- Supervise and support the Supply Chain Manager
- Monitor and provide oversight on Supply Chain operations to ensure compliance to GSC and donor procurement procedures and policies. Ensure Supply Chain Manager has adequate oversight of inventory and asset management functions ensuring compliance to inventory and asset management policies..
- Ensure provision of high standard logístical support to all project sites
- Conduct regular review of Supply Chain Power BI and Integra reports to ensure a high standard of Supply Chain Performance. Monthly monitoring and spot-checks for Asset, Program Supply Inventories and Procurement to assure that they are in compliance with GSC procedures and policies.
- Support collaboration between Supply Chain, Program and Finance to ensure Item Forecast/Procurement plans are established and updated during the project cycle in timely manner. Ensure Supply Chain team has the right structure and team to provide effective support for project implementation.
- Provide staff capacity building and development opportunities for the Supply Chain team, and ensure succession planning is in place.

Information Technology (IT):

- Supervise and support the Senior IT Manager
- Ensure IT equipment, network, and security protocols are in compliance with IRC and donor policy and guidelines
- Ensure IT staff regularly monitor the START database and coordinate with the RSC Asia Systems Solution Coordinator to resolve any problems quickly and update affected staff in a timely manner
- In close collaboration with RSC Asia Information Securities Coordinator, ensure IT compliance with NIST/FISMA guidelines

Budget and Fiscal Management:

- Review and/or authorize financial documents as per the RSC Asia (Malaysia) Authorization Schedule
- Develop annual operations budget in coordination with operation management teams and Head of RSC Office Malaysia
- Participate in monthly BvA meetings, grant opening and closing meetings
- Regularly oversee the updating of procurement and spending plans for the operation functions

Staff Management:

- Conduct regular staff meetings for the Operations team
- Provide performance feedback on a regular basis and in a timely manner
- Complete mid-year and annual Performance Management Evaluations (PMEs) for all direct reports

Administration:

- Supervise and support the Administration Manager
- Ensure provision of high-quality administrative support to all project sites including administrative support to Programs Coordinators and departments
- Ensure monthly lease payments completed for office and expat staff housing
- Provide logístical support/coordination for RSC Asia visitors, conferences/meetings and ensure maintenance of up-to-date office key/access card logs and staff/visitor badges
- Provide logístical support to expat staff, including arrival and departure
- Act as Travel Focal Point and conduct annual review of RSC Asia Travel policies

Safety and Security:

- Serve as the Security Focal Point for RSC Asia (Malaysia) and lead the Malaysia Security Management Team
- Work with the Head of RSC Office to review and update the RSC Asia (Malaysia) Security Management Plan on an annual basis
- Conduct security orientations for new staff and visitors
- Enforce all policies relating to safety and security (including vehicle and transport policies) with both staff and visitors
- Ensure PEP policy is kept up to date
- Ensure Malaysia Staff List and Calling Tree are updated and distributed to staff on a monthly basis
- Submits monthly reports to the Senior Regional Safety and Security Advisor (SRSSA)

Other:

- Participate in RSC Asia (Malaysia) management meetings and trainings
- Represent RSC Asia positively and professionally in both internal and external relations and situations
- Coordinate and follow up with the relevant government bodies such as Ministry of Home Affairs, Immigration Department, and others regarding expatriate visas and other formalities
- Other duties as assigned

Key Workin