Job Description - Operations Associate
For more than 30 years, Physicians for Human Rights (PHR) has used science and medicine to document and call attention to mass atrocities and severe human rights violations. An organization sharing in a Nobel Peace Prize, PHR is poised for even greater growth and impact. As part of that strategy, we are very excited to be recruiting committed individuals with a passion for human rights.
One such role is that of operations associate. This position has two primary functions – the associate plays a central role in coordinating all internal systems and general operational support practices for our fast-paced organization; and secondly, manages the New York office, with a specific eye to improving and systematizing functions and policies. The associate will work closely with the IT managed services provider, the building real estate office and maintenance team, and provide secondary support to the human resources department. The associate will be a part of the finance, administration and operations team, contributing to the group’s activities and goals; and more broadly, supporting the organization in its human rights efforts.
Reports to: Director, Finance and Administration
Location: New York, NY
Responsibilities
Office & Financial Management
• Manage office activities, including purchasing and supply requests; maintain and update inventory records.
• Maintain the facilities and equipment, ensuring a high standard of functionality; oversee the scheduling of any repairs or maintenance needs.
• Manage office seating space for staff, interns and consultants.
• Maintain relationships with third party vendors and building management.
• Oversee security – distributing office access keys, maintaining access key logs, liaising with front desk and other building staff; and assist with security and operational support needs of staff traveling to do field work.
• Organize staff meetings and events in New York.
• Update internal records such as the phone directory and organizational charts.
• Liaise with staff at the Colombia University Archives and periodically prepare PHR documents to be sent to the archive for cataloguing and storage.
• Periodically transport documents that PHR is required by law to retain to PHR’s storage facility in Manhattan in order to abide by PHR’s document retention practices.
• Process monthly credit card and expense reports for the administration department. Human Resources Secondary Support
• Manage the organization’s internship program. • Process employee background checks for newly hired staff.
• Join the HR staff and represent the organization at recruitment fairs and other recruitment and networking events.
• Maintain and file all HR-related records in compliance with employment law, keeping all department records (paper and electronic) well organized and up-to-date. Physicians for Human Rights is an equal opportunity employer committed to inclusive hiring and dedicated to diversity in its work and staff.
• Draft, maintain and update consultancy and third party vendor contracts for director’s review and signature.
• Assist the director with audits and reporting requirements. Information Technology
• Liaise with PHR’s IT management firm to oversee daily helpdesk requests and systems management.
• Assist with email archiving and best practices.
• Help with IT administration such as inventory and service catalog.
• Oversee issuance and management of staff cell phones and computer equipment.
• Provide basic technical assistance to staff including but not limited to setting up video meetings, screen sharing, and conference calls.
• Coordinate PHR’s Salesforce service agreement, licenses and storage needs with vendor.
Qualifications
• Bachelor's degree required. Major in business management, human resources or a related field preferred.
• At least two to three years of experience in a professional setting with exposure to operations and IT support.
• A strong working knowledge of Microsoft Office applications (especially Excel, Word and PowerPoint), and ability to learn new systems.
Skills
• Ability to interact professionally and effectively with individuals at all levels of the organization, including board members and PHR partners, as well as building staff, and outside vendors and visitors.
• Excellent written and oral communication skills.
• Resilient with a great sense of humor.
• Mature, energetic self-starter with the ability to anticipate upcoming needs.
• Possesses strong attention to detail and follow-through, exceptional organizational skills, and ability to work effectively under pressure while prioritizing and juggling multiple tasks.
• Able to maintain strict confidentiality.
• Able to work both independently and as a member of a team.
• Solutions-oriented; eager for ongoing learning and self-improvement in the role.
• Strong commitment to and passion for human rights and PHR’s mission and goals, with cross-cultural sensitivity and respect for diversity in all forms.
Salary and Benefits
This is a full-time position located in New York, NY. Salary is commensurate with experience. PHR offers comprehensive employer-paid benefits, including medical, dental, disability, and life insurance, a retirement savings plan, and generous vacation.
How to Apply
Please email cover letter (with salary requirements) and resume to resumes@phr.org. Please include the job title of the position you are applying for in the subject line of your email. Kindly indicate where you saw this job posting in your cover letter.
