Operations Excellence Coordinator

Who We Are

Amna means safe in Arabic – representing the core of our work – supporting communities and frontline workers to bring non-clinical mental health support to every person affected by war, conflict and displacement. At Amna, our core values of respect, understanding, curiosity and connection guide everything we do. Our mission is to build community capacity for healing. Our vision is a world where refugees can determine their future unbounded by the impacts of conflict and displacement.

We partner with local organisations and institutions working with displaced communities to set up psychosocial healing services in which individuals and groups can discover and connect to practices that promote their healing and wellbeing. We invest in and train people within these organisations to provide this support, and we help partners build psychosocial interventions in collaboration with refugee communities – all with a values-based, trauma-sensitive and identity-informed approach.

Our partnerships are not limited. We connect partners through our global healing network of peer organisations to exchange learnings and enhance their practices as the network strives to support forcibly displaced communities around the world.

How Will You Make a Difference?

The Operations Excellence Coordinator collaborates closely with the Director of Partnerships and Operations to oversee and manage Amna’s operations, ensuring the seamless delivery of programmes to reach the communities we serve. Responsible for the efficient management of people and culture, finance, risks, safeguarding, ITC, administration and logistics, the role holder plays a key role in maintaining compliance with Amna’s guidelines, donors’ rules and regulations, and local lawsacross programmes and operations. The Operations Excellence Coordinator actively contributes to Amna’s mission of serving refugee and displaced communities, striving to achieve organisational goals through effective operational management.

The Operations Excellence Coordinator reports to the Director of Partnerships and Operations and is responsible for managing a dedicated team of two, a Finance Manager and an Operations Officer.

Key responsibilities:

Oversight of People and Culture

• Serve as the primary point of contact for the HR consultancy collaborator, ensuring smooth collaboration on HR-related matters.
• Communicate organizational needs and expectations, ensuring effective support from the consultancy.
• Lead recruitment and onboarding processes for senior positions.
• Assess and address skills and knowledge gaps through performance reviews. Ensure organizational development by identifying necessary training modules in collaboration with external trainers. Implement initiatives to enhance team capabilities and align skill sets with organizational objectives.
• Champion DEI initiatives within Amna, fostering an inclusive workplace culture that values diversity and ensures equal opportunities for all.
• Act as a custodian of the organizational culture, ensuring that values are upheld within the team and aligned with the mission and vision of Amna.
• Support the overall well-being of operations staff, aligning with Amna’s wellbeing strategy.
• Responsible for health and safety compliance of the team.
• Provide guidance on policy interpretation and compliance, ensuring that all staff members are well-informed and adhere to organizational policies.

Effective Administration Management

• Oversee risk assessments and authorisation of travels.
• Manage contracts with external vendors and contractors, ensuring compliance and optimal value for services.
• Ensure effective operation of the organization’s online platforms.
• Coordinate internal and external events, meetings and conferences.
• Implement best practices to enhance overall efficiency and effectiveness.
• Manage assets and knowledge to enhance organizational capabilities.

Information Technology (IT)

• Develop and enforce IT policies and procedures to ensure the secure and efficient use of technology resources.
• Establish and manage data backup and recovery procedures.
• Monitor and manage software licenses and coordinate with relevant departments to optimize software usage.
• Plan procurement, installation, and retirement of hardware devices.
• Implement strategies for efficient hardware lifecycle management.
• Oversee the organization’s use of cloud services, ensuring security, cost-effectiveness, and optimal performance.

Financial Planning and Grants Management Expertise

• Lead role in ensuring financial health and strategic alignment.
• Provide valuable input on potential areas of concern related to operations spending, analyzing trends, and proposing strategic adjustments to optimize resource allocation.
• Assess the effectiveness of our planning systems, working collaboratively with relevant teams to enhance efficiency and accuracy in financial forecasting.
• Conduct a thorough review of our operating budget, ensuring alignment with organizational goals and programmatic objectives.
• Participate actively in the annual review process, offering insights and recommendations for refining budgetary allocations to maximize impact.
• Provide oversight and strategic guidance on reporting processes.
• Collaborate with grant managers to streamline reporting mechanisms, enhancing transparency and accountability in our interactions with funding partners.
• Take the lead in preparing Amna’s comprehensive annual report, showcasing achievements, challenges, and financial performance.

Comprehensive Risk Management

• Conduct risk assessments taking into account the diverse geographical locations of team members, organizational partners, and the nature of projects.
• Assess risks related to grant funding, considering factors such as grant application processes, funding disbursement, and compliance requirements.
• Develop risk management plans specific to partnerships, ensuring alignment with organizational goals.
• Stay informed about international and local regulations impacting the NGO sector.
• Ensure organizational compliance with legal and regulatory requirements in all operating regions.
• Work closely with relevant teams to integrate risk management into project planning and decision-making processes.
• Regularly communicate risk assessments, mitigation strategies, and updates to the management team.
• Regularly update the Amna’s risk registry.

Robust Safeguarding Implementation

• As the safeguarding focal point of Amna, oversee the development and implementation of robust safeguarding policies that align with international standards and best practices.
• Tailor policies to address the specific needs and challenges of a globally distributed team and diverse project locations.
• Conduct annual safeguarding refresher sessions for the team, collaborating with external experts as needed to deliver specialized training programs. Ensure that all staff members, partners, and relevant stakeholders receive updated and comprehensive training on safeguarding principles.
• Investigate any safeguarding concerns or incidents reported within the organization or related to its activities.
• Stay informed about industry trends, legal developments.
• Enhance the organization’s safeguarding framework continuously.

Legal and Data Protection Oversight

• Stay abreast of relevant national and international laws, regulations, and legal developments impacting operations.
• Lead in drafting, reviewing, and negotiating legal documents and contracts.
• Ensure compliance with data protection and privacy laws.
• Develop and implement policies and procedures to safeguard the organization’s handling of sensitive information.
• Safeguard the organization’s intellectual property rights.
• Develop strategies for the protection and enforcement of trademarks, copyrights, and other intellectual assets.
• Ensure all Amna’s staff are well informed and trained in data handling and protection.

Qualifications and Experience:

• Expert qualification (Qualified accountant) or in at least one relevant area demonstrating advanced proficiency and specialized knowledge.
• Minimum of 8-10 years of progressive experience in managerial roles within international/NGO organizations, with a focus on HR, administration, IT, financial management, risk management, and legal affairs.
• Understanding of UK Charity Commission regulations
• Experience with cloud services and knowledge of IT policies and procedures.
• Deep understanding of DEI principles and proven experience in championing DEI initiatives within organizations.
• Extensive experience in financial planning, budgeting, and grant management within the NGO sector.
• Expertise in conducting risk assessments, developing risk management plans, and ensuring compliance with international and local regulations.
• In-depth knowledge of safeguarding principles, policies, and practices within international organizations.
• Demonstrated commitment to the mission of supporting refugees and displaced communities.
• Ability to inspire and motivate others through optimism and dedication to the cause.
• Extensive experience in managing culturally and linguistically diverse teams.
• Ability to foster an inclusive and collaborative work environment.
• Proactive problem-solving mindset.

Work Location and Environment

This role is a remote job opportunity, and open to applicants in Europe, Middle East, Africa and Asia. We especially encourage candidates from countries where Amna has established partnerships, including Afghanistan, Pakistan, the Middle East, and Ukraine.

Amna offers a hybrid working environment to its employees allowing for a blend of remote and in-person work.

Please note that the nature of working environment and hybrid schedule may be adjusted as per the organisation’s evolving needs.

Remuneration Package

Remuneration: 49,600 – 55,100 GBP per annum. The final compensation package will be adjusted depending on the candidate’s location. We recognise that cost of living and market conditional vary across the region, and as such, the final compensation package will be tailored to reflect the specific location of the successful candidate.

At Amna we are committed to attracting and retaining top talent by offering competitive compensation and benefit packages. We believe in rewarding talent and expertise at a level that corresponds with the local market conditions, ensuring that all our team members are fairly compensated for their skills and contributions.

Commitment to Diversity, Equity, and Inclusion

Amna is committed to fostering a diverse and inclusive workplace where all employees are valued, respected, and empowered to contribute their unique perspectives and talents.

As an equal opportunity employer, we do not discriminate on the basis of race, religion, color, ethnicity, sex, gender, sexual orientation, age, marital status or disabilities status.

Applications are strongly encouraged from people with lived experience as refugees or displacement.