Admin & Operations Officer (Coordinator)

OVERVIEW

The Admin & Operations Officer plays a vital role in strengthening the internal systems that allow UNRWA USA to operate with integrity, efficiency, and accountability.

Working closely with the Director of Administration & Operations and colleagues across departments, this role supports the day-to-day implementation of operational systems, technology workflows, and compliance processes that sustain our mission. From onboarding staff to maintaining cybersecurity protocols to tracking donor due diligence, the Admin & Operations Officer helps ensure that the organization’s infrastructure is reliable, well-documented, and mission-aligned.

This is a collaborative, systems-oriented role for someone who finds purpose in executing and maintaining strong internal foundations that enable humanitarian impact.

KEY RESPONSIBILITIES

Operational Systems & Workflow Management

• Maintain and strengthen the organization’s SOP library and operational documentation so staff can work efficiently and consistently.

• Support Director of Admin & Ops in tracking implementation of policies and workflows across departments in partnership with team leads.

• Maintain compliance calendars (insurance renewals, filings, certifications, reporting deadlines) to support accountability and risk mitigation.

• Coordinate contract tracking systems, vendor agreements, renewal calendars, and invoice routing.

• Support implementation of project management tools (e.g., Asana) to reduce friction and increase clarity across teams.

• Help identify process improvements that strengthen collaboration and reduce operational bottlenecks.

HR Systems & Workforce Administration

• Coordinate onboarding logistics to ensure new team members feel supported and set up for success.

• Support managers in navigating performance systems (e.g., Leapsome) and tracking   review cycles.

• Assist with recruitment scheduling and candidate communications.

• Track required trainings, policy acknowledgments, and compliance documentation.

• Support HR reporting and dashboards that inform leadership decisions.

Compliance & Risk Administration

• Track and maintain OFAC screening documentation and donor/partner due diligence records.

• Maintain screening logs and support timely adjudication of potential matches using Descartes Visual Compliance.

• Organize audit-related documentation to ensure readiness and transparency.

• Support implementation and documentation of the organization’s cybersecurity plan, including incident tracking and reporting. 

Technology & Systems Support 

• Serve as a first point of contact for basic staff technology needs, coordinating with external IT vendors as needed.

• Coordinate onboarding and offboarding technology workflows (device setup, access provisioning, MFA configuration, account deactivation).

• Maintain hardware inventory and lifecycle tracking.

• Monitor MFA compliance, YubiKey distribution, VPN implementation, and access documentation.

• Support Salesforce data hygiene and internal systems documentation.

• Assist with internal tech training materials to build team confidence and capacity.
  

Office & Vendor Coordination

• Serve as liaison for office and facilities-related matters.

• Coordinate vendor relationships, service agreements, and renewals.

• Support general office operations as needed to ensure a smooth and welcoming work environment.

WHAT YOU BRING

• We recognize that strong candidates may develop these skills through nonprofit work, community leadership, advocacy, technical roles, private sector experience, or other professional paths.

• Demonstrated commitment to the rights, dignity, and wellbeing of Palestine refugees. (Professional experience is important, but we value mission alignment, lived connection, and authentic dedication to humanitarian and justice-oriented work just as highly.)

• Strong organizational skills and attention to detail.

• Ability to manage documentation, tracking systems, and operational processes with consistency and care.

• Comfort working across multiple digital platforms (e.g., Salesforce, HRIS systems, project management tools, Google Workspace).

• Working knowledge of basic cybersecurity principles (MFA, access control, phishing prevention) or demonstrated willingness to learn quickly.

• Clear written and verbal communication skills and the ability to work collaboratively across teams.

• Approximately 3–7 years of relevant experience in operations, systems coordination, compliance tracking, IT support, or related fields — or equivalent demonstrated capability.

PREFERRED EXPERIENCE

• Experience in nonprofit, international, or advocacy organizations.

• Experience coordinating with IT vendors or managing technology systems.

• Experience supporting leadership or board processes.

OUR COMMITMENT

We are committed to building a team that reflects the communities connected to our mission and welcome applicants from diverse backgrounds and experiences. If this role excites you but your experience does not match every qualification listed, we encourage you to apply.

We strive to create a workplace where staff can bring their full selves to work and where collaboration, respect, and shared accountability guide how we operate.

About UNRWA USA: 

UNRWA USA is an American 501c3 nonprofit that lifts up the voices, experiences, and humanity of Palestine refugees to secure American support for resources essential to every human being, for the promise of a better life. UNRWA USA’s organizational culture is based on these four core values: shared purpose, integrity, growth mindset, and gratitude. UNRWA USA's core values inform everything we do, from our ongoing relationships with donors and partners to our daily interactions with colleagues across UNRWA USA and UNRWA. It’s what we look for in potential staff members, board members, and volunteers, and part of what staff is evaluated on in addition to their performance. 

UNRWA USA embraces diversity and is proud to be an equal-opportunity employer. The more inclusive we are, the better our work (and world) will be. UNRWA USA provides equal employment opportunities to all employees and applicants for employment regardless of a person's actual or perceived race, color, ancestry, national origin, place of birth, sex, age, religion, creed, disability, sexual orientation, gender identity, weight, or height.

PLEASE DO NOT CONTACT UNRWA USA STAFF DIRECTLY

To ensure a fair and efficient review process, applicants are asked to refrain from contacting UNRWA USA staff directly regarding this opportunity. Due to the high volume of applications we receive, we are unable to respond to individual outreach. All inquiries should be submitted through the designated application channel, and applicants are kindly asked to allow the process to run its course.

Applicants are welcome to follow UNRWA USA on LinkedIn for updates about our work and future opportunities.