Human Rights Watch (“HRW”) is seeking an Operations Administrator to be responsible for providing a high level of professional operations support to a busy London office and staff in the UK. The successful candidate will take initiative to identify and solve problems, implement operations innovation and build close collaborative relationships with directors and staff based in London, as well as colleagues in other European offices and New York. This position will report to the Senior Operations Associate Director for Europe.
Due to COVID-19, many of our global offices are currently closed or operating in reduced capacities. The successful candidate may be required to work remotely initially, or if local requirements mandate it. We recognize that this moment, during the pandemic, is a uniquely difficult time for most people, particularly those with caregiving responsibilities, and we aim to be as flexible and supportive as possible in both the recruitment for and onboarding of this position.
1. Act as the local Finance representative and assist with the implementation of finance policies locally;
2. Administer the bank accounts, including online banking facilities, and cash flows.
3. Draw up, plan and monitor the office budget;
4. Manage the recording of all monthly UK financial activity into the organization’s financial system and perform monthly reconciliations for the UK entities;
5. Process financial transactions, including bills payment, expense reimbursements and disbursements, cash advances, petty cash, foreign transfers and emergency payments.
6. Run internal and external financial reports;
7. Work with financial service vendors such as auditors, accountants and governmental tax offices;
8. Manage annual tax returns including employee benefit reporting and company taxation;
9. Work with staff in New York and the European Associate Director of Finance for the audit of the UK entities;
10. Work in conjunction with the Senior Operations Associate Director for Europe in handling issues in relation to HRW’s legal, branch and charitable status;
Facilities and Administration
1. Maintain the smooth and effective functioning of the office;
2. Handle general office maintenance and facilities issues;
3. Liaise with the landlord on issues relating to the premises and manage sublet space;
4. Oversee office moves, configuration and space sourcing including desk allocation for staff, interns and visitors;
5. Engage suppliers and providers and negotiate commercial and services contracts in a cost-effective manner;
6. Maintain office equipment including printer/photocopier, franking machine, fax. Ensure asset register is complete;
7. Answer general post, email and telephone enquiries;
8. Coordinate office social events and related logistics;
9. Maintain office security and protocols in coordination with the position’s supervisor and manage local office procedures;
10. Ensure office health and safety standards are in compliance with local regulations;
11. Facilitate monthly office meetings and work closely with the UK Director and the Senior Operations Associate Director for Europe to encourage a collegial atmosphere amongst staff;
Human Resources (HR)
1. Act as the local HR representative and assist with the implementation of HR policies locally;
2. Respond to staff on general HR queries;
3. Maintain a good understanding and working knowledge of and compliance with local employment laws;
4. Assist with the recruitment, on-boarding and departure of local staff, fellows, consultants and interns;
5. Administer local staff contracts, terminations, exit checklists and translations;
6. Administer and process local employee payroll, pension, health benefits and insurance;
7. Assist with updating the local Employee handbook with changes in local laws;
8. Administer health benefits and insurance scheme and tender out to providers;
9. Liaise and assist HR staff in headquarters with legal and HR audit issues locally;
10. Liaise with local government offices, insurance, pension providers and other HR service providers;
11. Research and assist with immigration, visas and relocation of employees, including assisting with sponsorship license maintenance;
12. Maintain a unified filing system;
Information Technology (IT)
1. Liaise with the IT/helpdesk to troubleshoot computer problems;
2. Liaise with IT or local phone service and internet provider to troubleshoot phone and internet problems;
1. Travel occasionally; and
2. Carry out other duties as required.
Education: A bachelor’s degree or equivalent in business administration, nonprofit management, human resources, international relations or a related field is required.
Experience: Minimum three years of operations or administrative experience in a demanding and fast paced environment, preferably in a multinational organization. Experience in nonprofit management, human resources, finance or IT is highly desirable.
Related Skills and Knowledge:
1. Excellent organizational, administrative, financial and analytical skills are required.
2. Excellent interpersonal skills in order to work collaboratively within HRW, as well as with
external partners, are required.
3. Ability to prioritize competing demands and multi-task effectively, including having good
planning and organizing skills and ability to work under pressure are required.
4. Demonstrated ability to work successfully with a team of talented professionals in multiple global locations is required.
5. Proven track record of taking initiative and problem solving is required.
6. Excellent written and spoken skills in English are required.
7. Experience with finance, human resources or development databases is highly desirable.
8. Demonstrated ability to work well both independently as well as part of a team.
9. Good judgment, diplomacy, discretion and the ability to maintain confidentiality are essential.
Other: Applicants for this position must be eligible to work in the UK.
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