Operations Associate

Position description

• Position: Operations Associate
• Location: Washington, D.C. based (Remote work available)
• Status: Full-time
• Reports to: Director of Operations
• Salary: $62,00-$75,000
• Deadline to apply: Applications accepted until position filled

About GIFCT

The Global Internet Forum to Counter Terrorism (GIFCT) envisions a world in which the technology sector marshals its collective creativity and capacity to render terrorists and violent extremists ineffective online. In every aspect of our work, GIFCT aims to be transparent, inclusive, and respectful of the fundamental and universal human rights that terrorists and violent extremists seek to undermine.

Position Summary

GIFCT is seeking an Operations Associate, who will provide key administrative and logistical support to ensure that the organization runs smoothly and efficiently. This role involves assisting with a variety of operational tasks, including office management, financial tracking, human resources support, event coordination, technology management, and essential membership and programmatic support. The ideal candidate will be organized, proactive, and comfortable working in a technology fluent environment with a small team.

Role Description

Operations and Project Management

• GIFCT Membership: Provide key administrative support to the memberships & programs team to ensure finance, legal, and other operational aspects of their programmatic work is properly tracked and supported.
• Member & Consultant Relations: Handle day-to-day communications for billing and invoicing with members and external consultants, ensuring adherence to agreements and timely payments.
• Contract Management: In coordination with the Director of Operations, draft, review, finalize, and organize contracts and supporting documents, working with relevant departments and legal counsel as needed.
• Systems & Software Oversight: Support the maintenance and management of physical devices, software platforms and IT resources (Slack, Google Workspace, 1Password, etc.), ensuring team access, functionality, security, and liaising with external IT partners as needed.
• Event Planning: Support the planning and execution of logistics for internal events such as team retreats, ensuring seamless coordination of all necessary resources and activities.
• Office Management: Oversee the management of office space(s), including lease facilitation and logistical arrangements for office relocations or expansions in coordination with the Director of Operations.
• Team Resource Support: Serve as a go-to resource for staff, addressing operational and technical questions and providing problem-solving assistance and providing cross-functional support to other teams’ activities as needed.
• Special Projects Management: Support special projects as needed (i.e. implementation of new software) from planning through execution.

Human Resources & Finance Support

• Recruitment & Onboarding: Assist in recruiting processes, new hire onboarding, and employee record maintenance, ensuring compliance with HR policies and legal standards.
• HR Compliance: Liaise with external HR partners to support ongoing HR activities by ensuring the organization adheres to relevant labor laws, employee welfare regulations, and internal policies.
• Monthly Bookkeeping & Reconciliation: Support monthly financial processes, including transaction tracking, class coding, and credit card reconciliations, ensuring accuracy and timely reporting.
• Accounts Payable/Receivable: Support management of invoice approvals, accounts payable/receivable processes, ensuring timely payments and collections.
• Financial Reporting: Support the preparation of monthly advisory reports and financial updates to the board as needed, ensuring clarity and transparency.

Other Duties as Assigned

As part of our dynamic team, this role involves not only the outlined responsibilities but also other duties as assigned to meet the evolving needs of the organization. We seek individuals who embrace flexibility, adaptability, and a proactive mindset in navigating diverse tasks that contribute to our collective success. Your willingness to pivot, lend expertise beyond your primary scope, and collaborate seamlessly across departments is integral to our shared goals and growth.

Essential Qualifications and Experience

• 2+ years of experience in a similar operations, finance, or human resources role.
• Degree in business administration, international relations, economics or finance, human resources, or other related fields.
• Proven ability to meet deadlines and effectively manage multiple tasks with high attention to detail.
• Strong organizational skills for document management, ensuring compliance and easy access to information
• Experience handling sensitive information with the highest level of discretion.
• Experience managing domestic and international travel and event logistics
• Excellent written and verbal communications skills.
• Resourcefulness and ability to work independently and with excellent judgment, taking ownership of a wide range of responsibilities.
• Availability to occasionally travel both domestically and internationally as needed.
• Self-starter with a proactive approach to problem solving
• High IT fluency and ability to learn new applications intuitively.
• Strong commitment to GIFCT’s mission, purpose and values.

Preferred Qualifications and Experience

• Experience in budgeting, invoicing, accounts payable/receivable, and financial reporting
• Experience managing relationships with external vendors and consultants, ensuring timely communications and payments
• Experience with recruitment, onboarding, and maintaining HR compliance and records.
• Familiarity with multiple languages is a bonus (particularly UN working languages: Arabic, French, Russian, Chinese, Spanish).

Benefits

Pending country specific availability and requirements, employees can expect:

• 100% health, vision, and dental coverage for employee and dependents in line with applicable country requirements and restrictions
• Flexible Spending Accounts (FSA)
• Employee Assistance Program (EAP)
• 401(k) with a three percent employer match and additional discretionary contribution
• Short-term disability and life insurance
• Flexible paid time off, with an expected minimum of 28 days inclusive of 11 office-wide holiday closures in line with applicable local holidays and requirements
• 20 weeks of paid time away for birth mothers and 12 weeks of fully paid parental leave for all other new parents, including adoptions and foster placement
• Employee Assistance Program

Application instructions

Please be sure to indicate you saw this position on tendersglobal.net