OPERATIONS ADMINISTRATOR

FULL-TIME JOB VACANCY
OPERATIONS ADMINISTRATOR
Operations Department
(London Office)
Application Deadline: January 10, 2014

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.  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 the organization’s headquarters. This position will report to the Regional Administrative Manager for Europe.

Responsibilities:

Human Resources

1. Act as the local HR representative and assist with the implementation of HR policies locally. 
2. Responsible for maintaining a good understanding and working knowledge of and implementing compliance with local employment laws.
3. Assist with the recruitment, on-boarding and departure of local staff, fellows and consultants.
4. Process local employee payroll, including maternity leave, childcare vouchers, sick pay etc.
5. Administer monthly employee pension contributions and quarterly employer contributions.
6. Administer health benefits and insurance scheme and tender out to providers.
7. Assist with updating the local Employee handbook with changes in local laws.
8. Liaise and assist HR staff in headquarters with legal and HR audit issues locally.
9. Liaise with local government offices, insurance, pension providers and other HR service providers.
10.  Research and assist with immigration, visas and relocation of employees. Including assisting with sponsorship license maintenance.
11.  Maintain a unified filing system and attendance management database.
12.  Support the orientation and supervision of interns and the internship program.

Finance

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 Branch.
5. Process financial transactions, including twice-weekly payment runs, expense reimbursements and disbursements, cash advances, foreign transfers and emergency payments, credit cards, and incoming donations and revenue.
6. Coordinate invoices and accounts with suppliers.
7. Oversee petty cash and intern reimbursement including monthly reconciliations.
8. Work with financial service vendors such as auditors, accountants and governmental tax offices.
9. Manage annual tax returns including employee benefit reporting and company taxation.
10.  Work with headquarters and the European Account ant for the audit of the for UK Branch.
11.  Handle issues in relation to HRW’s legal branch.
12.  Assist with the Oslo bank account.

Facilities and Administration

1. Maintain the smooth and effective functioning of the office.
2. Handle office maintenance and facilities issues.
3. Deal with suppliers and providers and negotiate commercial and services contracts in a cost effective manner.
4. Maintain office equipment including printer/photocopier, franking machine, fax. Ensure asset register is complete.
5. Oversee office moves, configuration and space sourcing including desk allocation for staff, interns and visitors.
6. Answer general post, email and telephone enquiries.
7. Coordinate office social events and related logistics.
8. Maintain office security and protocols and manage local office procedures.
9. Ensure office health and safety standards are in compliance with local regulations. Carry out risk assessments and training.
10.  Liaise with the premises landlord and management company and manage sublet space.
11.  Facilitate monthly office meetings and work closely with the UK Director and the Regional Administrative Manager to encourage a collegial atmosphere amongst staff.

Information Technology

1. Liaise with the IT/helpdesk to troubleshoot phone, computer and internet problems.

Qualifications:

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, leadership and management skills.

3. Ability to function under pressure, prioritize competing demands with minimal supervision and handle numerous tasks simultaneously.

4. Demonstrated ability to work successfully with a team of talented professionals in multiple global locations.

5. Proven track record of taking initiative and problem solving.

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.

Salary and Benefits:  Salary is commensurate with experience and education.  Human Rights Watch offers comprehensive employer-paid benefits, including medical, dental, vision, disability and life insurance, an outstanding pension plan and twenty (25) days vacation per year.

Contact: Please submit a cover letter, CV, a brief writing sample (unedited by others) and contact information for three references.  Please submit the entire application in ONE attached document toopsjobs@hrw.org.Please use “Ops Administrator REF OPS-13-1057-A” as the subject of your email. 

Only complete applications will be reviewed and only qualified candidates will be contacted.

 Human Rights Watch is an equal opportunity employer that does not discriminate in its hiring practices and, in order to build the strongest possible workforce, actively seeks a diverse applicant pool.

Human Rights Watch is an international human rights monitoring and advocacy organization known for its in-depth investigations, its incisive and timely reporting, its innovative and high-profile advocacy campaigns, and its success in changing the human rights-related policies and practices of influential governments and international institutions.