Vice President of Operations job in Remote, California

Position description

The Vice President of Operations oversees and maintains the operational infrastructure that enhances and supports the organization’s mission while ensuring fiscal responsibility, regulatory compliance, and effective risk management. Additionally, this role fosters a positive organizational and team-oriented culture. The VP of Operations identifies, prioritizes, and oversees the implementation of projects for the operations and finance team, ensuring optimal use of resources. Serving as a strategic partner to the CEO and the management team, the VP focuses on continuously improving organizational and financial systems, including structures, policies, and talent development.

About International Funders for Indigenous Peoples

The International Funders for Indigenous Peoples (IFIP) is the only global funders network dedicated to fostering partnerships among Indigenous Peoples and funders around the globe. IFIP is dedicated to shifting power, mobilizing resources, and building partnerships to amplify Indigenous leadership and to support the self-determination and rights of Indigenous Peoples, their communities, land and territories worldwide. IFIP influences funders to practice a new paradigm of giving based on Indigenous values “The Five R’s of Indigenous Philanthropy” —Respect, Reciprocity, Responsibility, Relationships and Redistribution.

Description

Organization Summary and Context

The International Funders for Indigenous Peoples (IFIP) is the only global philanthropy network dedicated to fostering partnerships among Indigenous Peoples and funders around the globe. IFIP is dedicated to shifting power, mobilizing resources, and building partnerships to amplify Indigenous leadership and to support the self-determination and rights of Indigenous Peoples, their communities, land and territories worldwide. IFIP educates funders to practice a new paradigm of giving based on Indigenous values “The Five R’s of Indigenous Philanthropy” —Respect, Reciprocity, Responsibility, Relationships and Redistribution. Building on 25 years of experience, IFIP is at an exciting moment of evolution and on a path of staff growth and organizational capacity to roll out new areas of work that require additional support to expand our programs, workflows, and people operations. IFIP’s global community staff, board, members, and partners are based around the world requiring flexible work hours.

Position Overview

This position is for a strategic, expert, and extraordinarily detail-oriented leader for whom no task is too big or too small and who shares a passion and demonstrated commitment to IFIP's mission. The Vice President of Operations will succeed when all operational functions—Operations/Administration, IT, HR and Payroll, and Finance—work together seamlessly to support a mission-driven global philanthropy network. With the support of a small team of both staff and outsourced functions, the Vice President of Operations develops and effectively implements strategies and systems that make our work more efficient and effective while ensuring strong financial stewardship of IFIP’s resources and a people-centered approach. This position reports to the CEO and supervises the operations and finance team.

RESPONSIBILITIES:

Operations, Information Technology, Grants Management

Set operational policies and processes that align with organizational values, reflect best practices, and guide consistent practices spanning vendor management, and other organizational functions.
With the CEO and external CFO develop and implement risk management strategies and contingency plans and identify and mitigate operational risks to ensure business continuity and resilience.
Ensure and guide the operational infrastructure necessary to support effective cross-team collaboration, efficient tools and systems, processes and practices, a culture of data and metrics, and that IT infrastructure are in place to accomplish IFIP’s mission.
With the operations team, oversee processes related to administration, cybersecurity, change management, budgeting, and related risk management assessments and mitigation.
Assess and determine insurance policies that meet organization needs and serve as contact for operational compliance.
Lead cross-functional projects, staff training, and process improvement initiatives.
Serve as a final organizational approval of all finance and operations contractors.
Coordinate executive-level meetings, support CEO on preparation of board meeting materials.
Serve as a trusted advisor to the CEO and senior leadership regarding all issues of grantmaking compliance.
Oversee, develop, and implement appropriate grantmaking compliance policies and procedures for the full grantmaking lifecycle and ensure accuracy, completeness, and consistency with IFIP’s policies and procedures.
Review grant agreements and contracts, including evaluation of terms and conditions for business risks, soliciting feedback and documenting review and approval of agreements for execution.
Liaise with external counsel, when necessary, based on review and knowledge of IRS compliance and regulations and ensure follow-up on recommendations as needed.
Continually stay abreast of new developments in international grantmaking best practices.

Human Resources and Organizational Development

Oversee human resources policies and compliance, systems and processes, including global payroll, quarterly payroll reports, quarterly personnel allocation, annual performance reviews and compensation management.
With the CEO leads compensation policy development, performance management, and organizational development for a value based global team. Ensures IFIP’s compensation philosophy and salary administration meet organizational needs.
Work in partnership with the operations team to oversee, develop and implement a robust and talent recruitment, development and retention system (hiring, onboarding, training, performance management, staff relations, compensation, etc.)
With the operations team, ensure IFIP maintains appropriate benefits plans and implements efficient organizational policies and processes that ensure compliance with regulations.
Support team supervisors in their supervision and coaching of their direct reports as well as their allocation of resources across functions/projects.
Contribute to cross-team alignment, staff training, collaboration and information-sharing.

Financial and Compliance Management

Oversee the comprehensive review and negotiation of contracts and vendor budgets, managing the contract lifecycle from contract development to compliance, ensuring alignment with the organization's mission, resources, and goals.
Collaborate with the CFO to ensure compliance with regulatory and reporting requirements for all internal and external stakeholders, including the IRS, funders, auditors, partners, and the board of directors, while ensuring timely information sharing as required.
Ensure that internal controls and policies are maintained and updated regularly to address the organization's needs.
Oversee the organization’s financial accountability, including planning, budgeting, and compliance, in partnership with the external CFO, accountants, and the operations and finance team.
Strive for continuous improvement of financial systems and tools to generate real-time forecasts, quarterly reports, and analytics that support effective financial management.
Collaborate with the external CFO and the operations team to plan the annual budgeting process, engaging staff throughout the organization to support decision-making and the realization of strategic priorities.
Work with the CFO to develop and utilize forward-looking, predictive models and activity-based financial analyses to provide insights into the organization’s operations and business plans, aiding projections for sustainability and risk management.
Partner with outsourced accounting professionals to ensure sound accounting systems, including the processing of payables and transaction reconciliation to meet audit requirements. Support the CFO and accounting partners during the annual audit and 990 preparations.
Manage relationships with banking representatives in collaboration with the CEO and external CFO.
Oversee the development of accounting systems, financial policies, and procedures to ensure that IFIP maintains appropriate and robust governance.

Operations Team Leadership and Organizational Culture

Lead the operations team, ensuring ongoing collaboration and integration among functions as well as with other teams. Ensure operations team supports staff with strong internal customer service oriented and solutions mindset, attention to detail, and flexibility.
Lead operation team’s strategy, planning and budgeting processes and support other team members in developing and monitoring departmental and project budgets.
Oversee team hiring and ongoing team development. Manage, mentor, develop a strong integrated team, and support direct reports in achieving annual work plan and day-to-day work.
Promote a collaborative, high attention to detail, and accountable team that values open communication, continuous learning, and quality improvements.
Provides support when needed for organization-wide activities, such as the Global Conferences, etc.
Adheres to organizational policies and procedures and takes responsibility for own administrative tasks such as submission of receipts, reimbursement requests, scheduling, travel planning, etc.
Upholds the 5 R’s (Respect, Relationships, Responsibility, Reciprocity, Redistribution) in working with external stakeholders and internal team members.

Qualifications

Bachelor's degree in business, finance, accounting, nonprofit management, or related field. Master’s degree preferred.
Seven (7) years of leadership and management experience in finance and administration in diverse organizations at a similar level. Superior knowledge of nonprofit sector operations, compliance requirements, and best practices
Strong analytic skills that allow knowledgeable review of financial statements, budget analysis, and forecasting.
Proven ability to develop and implement internal controls and ensure regulatory compliance
Comprehensive knowledge of HR best practices, employment law, payroll, and organizational development. Ability to design and implement performance management systems and employee development programs.
Experience managing vendor relationships, contract negotiations, and procurement processes
Strong leadership and team management capabilities with experience coaching and developing senior staff.
Excellent written and verbal communication skills for preparing reports, proposals, and executive communications.
Collaborative leadership style with ability to work effectively across departments and with external partners.
Strong problem-solving skills and ability to make sound decisions under pressure

Application Information:

Job details:This is a full-time, remote position with up to 4 weeks per year at the Sacramento, CA office required. Candidates must be based in California and be authorized to work in the United States.

Application instructions

Please upload your cover letter and resume. Your cover letter must address (i) examples of achievements that demonstrate your relevant experience for this role, ii) your approach to developing and implementing operational strategies, and iii) your interest in IFIP’s mission at this time in your career.

Due to the volume of applications received, we are not able to respond to every applicant. Only shortlisted candidates who meet the qualifications and experience will be contacted. For other questions, email.

Salary:$165,000–$188,000 based on experience. IFIP offers a competitive benefits package, including paid time off and holidays.

Deadline:Applications will be accepted on a rolling basis until the position is filled.

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