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Operations Administrator

vor 2 Monaten

Berlin, Berlin, Deutschland Human Rights Watch Vollzeit

Job Title: Operations Administrator

Job Summary:

Human Rights Watch is seeking an experienced Operations Administrator to provide day-to-day support in ensuring the smooth and efficient running of our Berlin office. This is a fixed-term, full-time position at 40 hours per week for parental leave coverage, which will continue through 30 September 2024.

Responsibilities:

Finance:

1. Assist with the implementation of Finance policies locally;

2. Manage bank accounts and cash flows;

3. Assist with establishing and monitoring the office budget;

4. Record monthly financial activity into the organization's financial system;

5. Process financial transactions, including payroll, pensions, monthly bill payments, expense reimbursements, and disbursements;

6. Run internal and external financial reports;

7. Process and track expenditures and revenue transactions;

8. Process, track, and file inter-company transfers;

9. Work with financial service vendors such as auditors, accountants, and governmental tax offices;

10. Handle issues related to HRW's legal status, registrations, and related requirements.

Legal/Governance:

1. Assist with handling issues related to HRW's legal and charitable status;

2. Work with the Regional Operations Manager to ensure compliance with local laws and liaise with general counsel on issues related to corporate and governance laws, labor laws, charity, health, and safety laws, etc.

3. Plan, organize, and coordinate Board meetings of the German Association, liaise with board members, prepare and distribute necessary documents, take minutes, and carry out other administrative duties related to Board coordination;

4. Ensure all entity information is updated on HRW's entities database;

5. Work in coordination with the Regional Operations Manager and Finance to prepare inter-company transfers and payment schedules.

Human Resources:

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, onboarding, and departure of local staff, fellows, consultants, and interns;

5. Administer and process local employee payroll, pensions, health benefits, and insurance;

6. Liaise and assist HR staff in headquarters with legal and HR audit issues locally;

7. Liaise with local government offices, insurance, and pension providers, and other HR service providers;

8. Research and assist with immigration, visas, and relocation of employees;

9. Maintain a unified filing system and attendance management database.

Facilities 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;

4. Engage suppliers and providers and negotiate commercial and services contracts in a cost-effective manner;

5. Answer general post, email, and telephone enquiries;

6. Coordinate office social events and related logistics;

7. Maintain office security and protocols;

8. Ensure office safety standards are in compliance with local regulations.

Information Technology:

1. Liaise with IT/helpdesk to troubleshoot computer problems and back up and update network files as necessary;

2. Liaise with IT or local phone service and internet provider to troubleshoot phone and internet problems.

Other:

1. Travel occasionally, as required;

2. Carry out other duties as necessary.

Qualifications:

Education: A bachelor's degree or equivalent training in finance, accounting, bookkeeping, business administration, nonprofit management, human resources, or a related field is required.

Experience: A minimum of three (3) years of operations or administrative experience, preferably in a global organization, is required. Experience in accounting, bookkeeping, nonprofit management, and/or human resources is highly desirable.

Related Skills and Knowledge:

1. Strong organizational, administrative, analytical, and financial skills are required;

2. Strong interpersonal skills and attention to detail are required;

3. Self-motivation and the ability to take initiative, prioritize with minimal supervision, problem solve, and work independently as well as function as a member of a team with staff in multiple locations globally are required;

4. Ability to work well under pressure while juggling multiple tasks simultaneously and working effectively toward deadlines is required;

5. Excellent oral and written communication skills in English and German are required; proficiency in additional languages is highly desirable;

6. Proficiency in computer packages including MS Office applications is required;

7. Good judgment, discretion, and the ability to maintain confidentiality are essential;

8. Experience with finance, human resources, or development databases is desirable.

Other: Applicants for this position must possess current German work authorization.

Salary and Benefits: HRW seeks exceptional applicants and offers competitive compensation and employer-paid benefits.