Operations Administrator

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Description

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• Act as the local Finance representative and assist with the implementation of Finance policies locally; 
• Answer and assist staff with finance queries; 
• Manage the bank accounts and cash flows for HRW London and for the UK Charitable Trust;
• Establish and monitor the London office budget;
• Record all monthly financial activity into the organization’s financial system’
• Process financial transactions, including payroll, pensions, monthly bill payments, expense reimbursements and disbursements;
• Run internal and external financial reports;
• Process and track expenditures and revenue transactions;
• Assist actively in preparing accounts analysis, soft closures, quarterly closes and year-end closes;
• Work with financial service vendors such as auditors, accountants and governmental tax offices;
• Plan prepare and coordinate with relevant stakeholders the annual audits of the UK entities; and 
• Complete local tax requirements. 

• Handle issues in relation to HRW’s legal, branch and charitable status;
• 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.;
• In collaboration with the Finance Manager for Europe coordinate Board meetings of the UK Charitable Trust, liaise with board members, prepare and distribute all necessary documents, take minutes, and carry out other administrative duties related to Board coordination;
• Ensure all entity information is updated on HRW’s entities database;
• Work in coordination with the Director for European Operations and Finance to prepare inter-company transfers, and payment schedules; and 
• Process, track, and file inter-company transfers.

• Act as the local HR representative and assist with the implementation of HR policies locally;
• Respond to staff on general HR queries;
• Maintain a good understanding and working knowledge of and compliance with local employment laws;
• Assist with the recruitment, on-boarding and departure of local staff, fellows, consultants and interns;
• Administer and process local employee payroll, pensions, health benefits and insurance;
• Liaise and assist HR staff in headquarters with legal and HR audit issues locally;
• Assist with updating the local Employee handbook with changes in local laws; 
• Liaise with local government offices, insurance and pension providers and other HR service providers;
• Research and assist with immigration, visas and relocation of employees; and 
• Maintain a unified filing system and attendance management database.

• Maintain the smooth and effective functioning of the office;
• Handle general office maintenance and facilities issues;
• Liaise with the landlord on issues relating to the premises;
• Engage suppliers and providers and negotiate commercial and services contracts in a cost-effective manner;
• Oversee office moves, configuration and space sourcing;
• Answer general post, email and telephone enquiries;
• Coordinate office social events and related logistics;
• Maintain office security and protocols; and 
• Ensure office safety standards are in compliance with local regulations.

• Liaise with IT/helpdesk to troubleshoot computer problems and back up and update network files as necessary; and 
• Liaise with IT or local phone service and internet provider to troubleshoot phone and internet problems.

• Carry out other duties as necessary.  

• A bachelor’s degree or equivalent training in business administration, nonprofit management, human resources, international relations, or a related field is required.

• 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.

• Excellent organizational, administrative, analytical, and financial skills are required.
• Excellent interpersonal skills, enthusiasm, and attention to detail are required.
• 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.
• Ability to work well under pressure while juggling multiple tasks simultaneously and working effectively toward deadlines is required.
• Excellent oral and written communication skills in English is required; proficiency in additional languages is a plus.
• Proficiency in computer packages including MS Office applications is required.
• Good judgment, discretion and the ability to maintain confidentiality are essential.

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