Operations Administrator, Germany in Berlin bei Human Rights Watch

FIXED-TERM, FULL-TIME JOB VACANCY
OPERATIONS ADMINISTRATOR
Operations Department
Berlin Office
Application Deadline: 17 September 2023

The Operations Department of Human Rights Watch (HRW) is seeking applicants for the position of Operations Administrator to provide day-to-day support in ensuring the smooth and efficient running of HRW’s Berlin office. This is a one-year fixed-term, full-time position at 40 hours per week for parental leave coverage. This position is based in the Berlin, and reports to the Senior Associate Director for European Operations, based in Geneva, Switzerland.

The successful candidate may have the option to work remotely, but will be expected to work from the office about 2-3 days a week. We aim to be as flexible and supportive as possible in both the recruitment for and onboarding of this position.

Responsibilities:

Finance

1. Act as the local Finance representative and assist with the implementation of Finance policies locally;

2. Manage the bank accounts and cash flows;

3. Assist the Senior Associate Director for European Operations in establishing and monitoring the office budget;

4. Record all monthly financial activity into the organization’s financial system;

5. Process financial transactions, including payroll, pensions, monthly bill payments, expense reimbursements and disbursements;

6. Run internal and external financial reports;

7. Process and track expenditures and revenue transactions;

8. Process, track, and file inter-company transfers;

9. Work with financial service vendors such as auditors, accountants and governmental tax offices; and

10. Handle issues in relation to HRW’s legal status, registrations and related requirements.

Legal/Governance

1. Assist the Regional Operations Manager with handling issues in relation to HRW’s legal and charitable status;

2. Work with the Regional Operations Manager to 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.;

3. Plan, organize and coordinate Board meetings of the German Association, liaise with board members, prepare and distribute all necessary documents, take minutes, and carry out other administrative duties related to Boards coordination;

4. Ensure all entity information is updated on HRW’s entities database; and

5. Work in coordination with the Regional Operations Manager and Finance to prepare inter-company transfers, and payment schedules.

Human Resources

1. Act as the local HR representative and assist with the implementation of HR policies locally;

2. Respond to staff on general HR queries;

3. Maintain a good understanding and working knowledge of and compliance with local employment laws;

4. Assist with the recruitment, on-boarding and departure of local staff, fellows, consultants and interns;

5. Administer and process local employee payroll, pensions, health benefits and insurance;

6. Liaise and assist HR staff in headquarters with legal and HR audit issues locally;

7. Liaise with local government offices, insurance and pension providers and other HR service providers;

8. Research and assist with immigration, visas and relocation of employees; and

9. Maintain a unified filing system and attendance management database.

Facilities Administration

1. Maintain the smooth and effective functioning of the office;

2. Handle general office maintenance and facilities issues;

3. Liaise with the landlord on issues relating to the premises;

4. Engage suppliers and providers and negotiate commercial and services contracts in a cost-effective manner;

5. Answer general post, email and telephone enquiries;

6. Coordinate office social events and related logistics;

7. Maintain office security and protocols; and

8. Ensure office safety standards are in compliance with local regulations.

Information Technology

1. Liaise with IT/helpdesk to troubleshoot computer problems and back up and update network files as necessary and

2. Liaise with IT or local phone service and internet provider to troubleshoot phone and internet problems.

Other

1. Travel occasionally, as required; and

2. Carry out other duties as necessary.

Qualifications:

Education: A bachelor’s degree or equivalent training in finance, accounting, bookkeeping, business administration, nonprofit management, human resources or a related field is required.

Experience: A minimum of three (3) years of operations or administrative experien