From CA$70,000MidFull Time
Become a changemaker with Islamic Relief Canada! Join our team and work towards our mission to mobilize Canadians to transform more lives around the world in the most trusted manner.
About the Department:
The Special Programs Department at Islamic Relief Canada drives impactful and innovative initiatives to address diverse global needs through strategic project management and international collaboration. Our team oversees the Inspire Volunteer Abroad Program offering unique opportunities for Canadian volunteers to gain hands-on experience in humanitarian development and the Gifts in Kind Program which is dedicated to sending in-kind donations, primarily medical equipment, supplies, and pharmaceuticals, to developing countries to build health infrastructure's capacities and address emergency needs. By joining our department, you will contribute to meaningful projects that make a real difference in communities around the world, while supporting volunteers in their journey to create lasting change.
Job Purpose:
The Special Programs Operations Manager oversees operational coordination, systems management, compliance, and post-trip functions across the Inspire portfolio. Working closely with the Director of Special Programs and the Volunteer Abroad Manager, this role ensures strong workflow management, financial oversight, documentation control, and cross-functional alignment.
The Operations Manager directly supervises the Admin & Operations Program Specialists and serves as the operational anchor of Inspire, strengthening accountability, continuity, and scalability while enabling program leadership to focus on delivery, innovation, and growth.
Essential Duties & Responsibilities:
1. Operational Leadership & Coordination
Oversee operational delivery across all Inspire streams.
Manage preparation of project proposals, TORs, and reporting documentation.
Coordinate budget preparation, tracking, and financial documentation with Finance.
Ensure compliance processes, approvals, and documentation standards.
Maintain structured workflows, SOPs, templates, and operational systems.
Identify bottlenecks and implement process improvements.
2. People Management
Directly manage Program Specialists – Admin & Operations Team.
Conduct regular 1-on-1 meetings, performance reviews, and workload planning.
Support onboarding, professional development, and role clarity.
Ensure balanced task distribution and team effectiveness.
3. Post-Trip Engagement & Growth
Oversee alumni engagement and structured post-trip follow-up.
Ensure timely delivery of Inspire Alumni Graduation Certificates and recognition materials.
Coordinate passion projects and leadership initiatives.
Support impact measurement frameworks and KPI tracking.
Prepare sponsorship packages and summary reports for internal and external stakeholders.
Strengthen volunteer retention and long-term engagement systems.
4. Volunteer Fundraising Coordination
Oversee creation and setup of volunteer fundraising pages.
Coordinate with the Fund Development team to align campaigns and messaging.
Provide tools, guidance, and training to support volunteer fundraising efforts.
Monitor fundraising progress and ensure follow-up communication.
Ensure documentation and reporting alignment between program and fundraising teams.
5. Marketing & Communications
Coordinate Inspire marketing efforts with the Marketing team.
Ensure timely visibility of Inspire activities across social media platforms.
Oversee storytelling, volunteer testimonials, and impact narratives.
Liaise with media production teams for video, photography, and digital content.
Coordinate campaigns, photo contests, and post-trip highlights.
Align program timelines with marketing calendars and maintain organized archives of program content.
6. Events Management
Lead operational coordination of Inspire events, including Appreciation Events, retreats, and community booths.
Manage event logistics, budgets, timelines, and vendor relationships.
Collaborate with Marketing and Fund Development for messaging alignment.
Ensure post-event reporting and documentation.
Develop standardized planning frameworks and checklists.
7. Administrative Oversight & Coordination
Oversee administrative workflows in coordination with the Program Administrator.
Ensure timely credit card reconciliations, expense tracking, and documentation submission.
Monitor operational email workflows and follow-ups.
Oversee flight bookings, accommodation arrangements, and travel logistics.
Ensure proper petty cash tracking and reconciliation.
Maintain structured documentation and ensure adherence to internal administrative and financial policies.
Align operational calendars and deadlines across teams.
8. Risk, Compliance & Financial Oversight
Monitor adherence to policies and operational standards.
Support risk mitigation planning and escalation processes.
Ensure documentation accuracy, deadline tracking, and financial accountability.
Qualifications & Competencies:
Master’s degree in Business Administration, Social Sciences, International Development, or related field.
Minimum 5 years’ experience in operations, program management, or nonprofit coordination.
Proven people management and workflow supervision experience.
Strong financial literacy and budget tracking skills.
Excellent organizational and systems-thinking abilities.
Strong communication and stakeholder coordination skills.
Ability to manage multiple priorities in a fast-paced environment.
High emotional intelligence and collaborative leadership style.
Proficient in Microsoft Office, Asana, and financial tracking tools; Airtable is an asset.
Fluent in English; additional languages are an asset.
Experience in international or humanitarian programs is preferred.
Must be eligible to work in Canada.
Please note: Occasional (and at times frequent) travel and flexibility to work outside normal office hours during peak program cycles and events is expected.
Hybrid Work Policy:
IRC has a hybrid model where in-office requirements are based on distance from our Burlington headquarters or a regional office (Surrey, Edmonton, Calgary and Ottawa). Depending on where you live, this can range from two days a week to one day a month.
Commitment to Accessibility
Islamic Relief Canada is committed to providing inclusive employment opportunities. Accommodation requests are invited at all stages of IRC recruitment, hiring, and employment processes. We make every effort to provide reasonable accommodations in a timely manner. If you have any accommodation requests or questions regarding the hiring process, contact us at careers@islamicreliefcanada.org or 1-855-377-4673.
Starting Salary:
$70,000.00
