Special Programs Operations Manager

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 infrastructurescapacitiesand address emergency needs. By joining our departmentyou willcontribute 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 Inspirestrengthening 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.

• Identifybottlenecks 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.

• Ensuretimelydelivery 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.

• Ensuretimelyvisibility 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 andmaintainorganized archives of program content.

6. Events Management

• Lead operational coordination of Inspire events including Appreciation Events retreats and community booths.

• Manage eventlogistics 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.

• Ensuretimelycredit card reconciliations expense tracking and documentation submission.

• Monitor operational email workflows and follow-ups.

• Oversee flight bookings accommodation arrangements and travellogistics.

• 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:

• Masters 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 communicationand 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;Airtableis an asset.

• Fluent in English;additionallanguages 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.