JOB RESPONSIBILITY AND REQUIREMENTS
POSITION TITLE: Operations and Support Functions Coordinator
CATEGORY: Professional
WORK TYPE: Full time
DEPARTMENT: Legal and Operations Office
REPORTS TO: Chief Legal and Operations Officer
PLACE OF WORK: Istanbul, Türkiye
CONTRACT DURATION: Up to 3 years
JOB DESCRIPTION AND OBLIGATIONS SUMMARY
The Turkic Investment Fund (TIF / Fund) aims to become a catalyst for socio-economic development and integration of the Turkic countries, and a flagship organization for the promotion of sustainability, intra-regional trade and connectivity via investments across various sectors with a focus on debt financing, equity investments, and other structured/hybrid financial instruments.
The Operations and Support Functions Coordinator plays a critical role in ensuring seamless day-to-day operations and institutional support services across the Fund. The role oversees and coordinates the work of core operational support units, including communications, procurement, IT, administrative services, executive support, and protocol, to ensure they function in an integrated, efficient, and compliant manner.
Working closely with Executive Management and all department heads, the Coordinator ensures that operational systems, resources, and services are aligned with the Fund’s mission and governance framework. The position requires strong leadership, cross-functional coordination skills, and a solution-oriented mindset to ensure that all support functions operate efficiently, meet institutional needs, and uphold the Fund’s standards of professionalism and service excellence.
MAIN DUTIES AND RESPONSIBILITIES:
1. Operations Coordination and Oversight
- Lead, supervise, and coordinate the activities of key support functions, including communications, procurement, IT services, protocol, executive support, and administrative services.
- Ensure effective communication and coordination among support teams and across departments to enable smooth operations and service delivery.
- Develop, implement, and continuously improve operational policies, procedures, and workflows aligned with institutional regulations and objectives.
- Serve as a central point of contact for resolving cross-departmental operational issues, removing bottlenecks, and facilitating decision-making.
2. Communications and External Relations Support
- Supervise the Communications Senior Associate in developing and executing institutional communication strategies, public information materials, and internal communication tools.
- Ensure alignment of communications output with the Fund’s strategic priorities, visual identity, and messaging standards.
- Oversee the preparation of official correspondence, press releases, website content, and other outreach materials in coordination with relevant departments.
3. Procurement and Contract Administration
- Oversee procurement planning, sourcing, vendor management, and contract administration in line with internal procurement policies and international best practices.
- Ensure transparency, cost-effectiveness, and compliance with procurement procedures and reporting requirements.
- Coordinate with departments to forecast procurement needs and optimize resource allocation.
4. Administrative and Support Services
- Supervise the Admin Officer and their team (drivers, kitchen assistant, office clerk) to ensure efficient facility management, logistics, transportation, and general office services.
- Oversee the provision and maintenance of office supplies, equipment, and support services to guarantee a functional and safe workplace.
- Ensure the smooth operation of hospitality, catering, and in-house support services for meetings, events, and official visits.
5. Executive and Protocol Support
- Oversee the Executive Support and Protocol Associate in organizing high-level meetings, official visits, signing ceremonies, and other protocol events.
- Support Executive Management in their daily operations, coordinating internal and external resources to expedite workflows.
- Ensure adherence to protocol standards and cultural sensitivities in all official interactions.
- Coordinate logistics, travel, and administrative support for Executive Management and visiting dignitaries.
6. Information Technology Oversight
- Supervise the IT Administrator to ensure robust and secure IT infrastructure, data protection, and user support services.
- Oversee the implementation of IT policies, systems upgrades, cybersecurity measures, and digital transformation initiatives.
- Facilitate the integration of digital tools and platforms to enhance operational efficiency and collaboration.
7. Process Improvement and Strategic Support
- Continuously assess operational processes and implement improvements to enhance efficiency, cost-effectiveness, and service quality.
- Contribute to institutional planning by providing insights on resource needs, operational risks, and support service performance.
- Prepare operational reports, metrics, and recommendations to inform decision-making by Executive Management.
EDUCATION AND PROFESSIONAL QUALIFICATIONS
- Bachelor’s university degree in Business Administration, Management, Operations, Public Administration, or a related field is required.
- Additional certifications in project management, procurement, or operations management are highly desirable.
- Familiarity with operational practices in international organizations or financial institutions is advantageous.
EXPERIENCE
- At least 8–10 years of progressively responsible experience in operations coordination, administrative management, or support services within international organizations, financial institutions, or multinational corporations.
- Demonstrated experience leading multi-disciplinary teams and coordinating diverse operational functions.
- Proven ability to develop and implement operational procedures, manage procurement processes, and oversee communications and IT services.
- Experience working in multicultural environments and coordinating with senior leadership and external stakeholders.
SKILLS AND COMPETENCIES
- Strong leadership, organizational, and coordination skills with the ability to manage diverse support functions simultaneously.
- Excellent knowledge of procurement, administrative, and IT management principles and practices.
- Strong communication and interpersonal skills, with the ability to work effectively across teams and with external partners.
- High level of integrity, discretion, and professionalism in handling sensitive matters.
- Problem-solving and decision-making skills, with a proactive approach to improving operational processes.
- Excellent command of English (written and spoken); knowledge of other languages relevant to the Fund’s region is an asset.
- Ability to operate effectively in a multicultural, fast-paced environment and manage competing priorities.
