Business Operations Manager (remote work option)

Maailma; Helsinki; Remote; USD 60 000 - 100 000; Full time

Job description

Business Operations Manager (remote work option)

The Operations Manager of Finn Church Aid (FCA) Americas is responsible for overseeing and managing daily business activities to ensure proficient operations and optimal performance of the office under the supervision of the Executive Director of the Peacemakers Network. The Operations Manager provides leadership in developing organizational, administrative, and financial plans for the Peacemakers Network and FCA Americas with FCA Americas Board of Directors and FCA Foundation colleagues in Helsinki, Finland. The Operations Manager communicates and interacts with multiple FCA Foundation stakeholders using a variety of formats, including written and oral communications, and presentations and briefings to the FCA Americas Board of Directors, the SAC Management Team, Country Directors, and donors/ partners on Network and FCAA related matters. The Operations Manager provides coordination & oversight for the operations of the FCA Americas and Peacemakers Network personnel in the US. Additionally, the manager serves as a representative of the organization and has the authority to execute the requirements and serves as the senior authority on US operations.

General Administration

• Manage the office operations, actively participate in sustaining a healthy and active team culture and work environment, and actively support the various daily and weekly operations tasks and projects for both internal and external-facing relationships.
• Communicate effectively with FCA Americas’ Board of Directors and provide, in a timely and accurate manner, all information necessary for the Board to function properly and to make informed decisions.
• Prepare and review Board of Directors agenda items; ensure completeness, accuracy, and consistency.
• Coordinate FCA Americas’ legal affairs, connect with outside and pro-bono counsel, and ensure the organization’s legal and compliance operations are in order.
• Lead and coordinate all security related aspects of the US office, with support from the Global Security team.
• Maintain all physical and electronic files, including correspondence, reports, expenses, proposals, and miscellaneous items to ensure that all staff can quickly retrieve stored information. Maintain confidentiality of records.
• Identify/recommend ways to improve/streamline current organizational operations. Create, update or modify Standard Operating Procedures (SOPs) as needed to document processes. As needed, train existing and new employees on processes.

Finance

• Manage FCA Americas overall financial operations and financial reporting; manage FCA Americas’ outsourced accountant; provide finance guidance and assistance to personnel; and ensure that finance operations follow the organization’s policies and procedures as well as local statutory obligations.
• Oversee and participate in the development and administration of FCA Americas’ annual budget.
• With the outsourced accountant, participate in the forecast of funds needed for staffing, equipment, materials, and supplies. Monitor and approve expenditures according to the relevant internal policies, ensuring maximum resource utilization.
• Coordinate regularly with FCAA’s outsourced accountant and the finance department at FCA Foundation; manage the timely submission of financial reports, provide timely updates on finance matters (in conjunction with the outsourced accountant) to colleagues in Finland.
• Actively participate in the localization of ICT tools provided by FCA Foundation, either directly or by ensuring resources are available to proceed with such localization.
• Manage FCAA’s annual audit process and IRS tax filing.

Human Resources

• Oversee human resource management for FCA Americas and the Network’s US-based personnel including, but not limited to, staff hiring, supervision, training, mentoring and terminations, developing position descriptions/terms of reference, recommending compensation, and applying Board-approved employee policies and benefits in accordance with federal/state requirements.
• Provide general guidance of personnel and resolve issues to ensure requirements and expectations are defined and met. Provide personnel with regular communications and support their development opportunities as required.
• Approve timesheets and leave requests for all personnel.
• Ensure organizational compliance with existing personnel laws and regulations; implement new laws and policies as they become effective.
• Promote equality and non-discrimination and act as role-model who guides how FCA’s values and mission are implemented.

Program

• As needed, participate and represent FCA Foundation and the Network in external events, both increasing visibility and credibility within the development, humanitarian, and peace sectors.
• Monitor actual progress, compare to baseline, and report progress against annual plans as well as analyze and report trends or schedule risk.
• Support US missions from FCA Foundation (Helsinki) and Country Offices.

Qualifications and Requirements

• A bachelor’s degree with 5-7 years of management level experience at a development/ humanitarian/ peace organization within an international environment and multi-cultural context.
• Solid experience in building long-term relations with institutional donors and an ability to deal effectively and tactfully with a wide variety of internal and external stakeholders.
• Substantial familiarity with nonprofit best practices, tools, and techniques and with organizations in the development, humanitarian and/or peace-building sectors.
• Ability to obtain and analyze facts and precedents in making administrative decisions.
• Ability to plan, direct, and coordinate program and administrative activities of a complex, interrelated and interdependent nature, where unknown and numerous contingency factors are involved.
• Possess a strong attention to detail, high standards, and a passion for accuracy.
• Demonstrate excellent interpersonal skills, independent and pro-active way of working/problem-solving.
• Fluency in English is essential; knowledge of other languages is an asset.
• Travel may be required.
• Must be authorized to work in the United States.

Knowledge of the principles and techniques of administrative management including organization, planning, staffing, training, budgeting, and reporting. Knowledge of the principles and techniques of financial management. Must be able to make sound and timely management decisions. Cultural sensitivity and inter-cultural communication skills as essential as is the ability to build teams and delegate work. Sound organizational skills and the ability to meet deadlines under pressure is essential. Must be able to quickly grasp and accurately implement conceptual plans in a timely manner with attention to detail. Must possess a high level of individual initiative and creativity. Serves as a positive leadership role model and is able to motivate, direct and inspire others to succeed. Excellent English verbal and written communication skills a must, with proficiency in Microsoft Office (Outlook, MS Word, Excel, and PowerPoint) and Adobe Photoshop. Must be an enthusiastic, outgoing and self-motivated team player who enjoys helping others.

Organization Overview

Finn Church Aid Americas, (FCAA) Inc. is an independent 501(c)(3) established in 2014. As a “friends of” organization, its role is to support and promote Finn Church Aid (FCA) Foundation's work in the US. FCA is one of the largest development agencies and humanitarian providers in Finland, delivering development and humanitarian aid to 12 countries in Africa, Asia, and the Middle East. With more than 70 years of experience, FCA contributes to positive change by supporting people in the most vulnerable situations within fragile and disaster-affected regions in three thematic priority areas: right to peace, livelihoods and quality education. All US-based programming is realized through The Network for Religious and Traditional Peacemakers (the Peacemakers Network), which was founded in 2013 as a concrete response to the growing awareness among peace mediation organization and the United Nations, that religious and traditional actors are vital, but underutilized, actors in peacemaking processes. Since its founding, the Network has grown into a community of peacemakers ranging from grassroots religious and traditional actors to international NGOs, think tanks, and academic institutions. The Network Secretariat has been hosted by Finn Church Aid (FCA), while the steering body of the Network, the Core Group, consist of variety of actors from UN Agencies to the Organization of Islamic Cooperation, Religions for Peace, and KAICIID Dialogue Center.

Please apply by using the link no later than May 12, 2024.

FCA Americas is an equal-opportunity employer that is committed to promoting a diverse and inclusive workplace. We welcome applications from all qualified individuals regardless of race, color, national origin, gender, sexual orientation, age, religion, physical or mental disability, marital status, veteran status, or other factors protected by law. Successful completion of a background investigation is required.