Your Mission
As Operations Officer, you will play a key role in ensuring the successful implementation of a donor-funded project by providing strong operational, administrative, financial, and compliance support.
You will serve as the focal person for project documentation, financial administration, and donor compliance requirements, ensuring that project records, supporting documents, and operational processes are accurate, complete, and audit-ready.
In addition, you will support the organization's general operational processes, helping maintain efficient systems that enable teams to focus on delivering meaningful social and environmental impact.
As the Operations Manager's closest operational partner, you will help ensure that critical operational, financial, compliance, and administrative processes are executed accurately and on time, while proactively identifying issues and opportunities for improvement.
Success in this role means that project documentation is complete and audit-ready, financial records are accurate, operational deadlines are met, and team members can rely on strong systems and processes to do their work effectively.
Key responsibilities
1. Project Compliance and Administration
- Develop a strong understanding of donor requirements, project agreements, and reporting obligations for the assigned project.
- Monitor compliance with donor requirements and organizational policies.
- Maintain complete, organized, and audit-ready project documentation.
- Ensure all required supporting documents are collected, verified, and properly filed.
- Track project reporting deadlines, compliance requirements, and deliverables.
- Coordinate with project team members to address documentation gaps and compliance requirements.
- Support the preparation and consolidation of donor reports and project documentation.
2. Project Financial Administration
- Process Requests for Payment (RFPs), reimbursements, invoices, and project-related financial transactions.
- Maintain project financial trackers, expenditure records, and supporting documentation.
- Coordinate with accounting partners and finance service providers regarding project expenses and documentation requirements.
- Ensure project expenses are supported by complete and accurate records.
- Support budget monitoring and expenditure tracking.
- Assist in preparing financial reports and donor-required financial documentation.
3. General Operations Support
- Support payroll preparation and processing by ensuring the timely collection and verification of payroll-related information.
- Coordinate with government agencies, benefits providers, and external partners regarding employee-related requirements.
- Support onboarding and offboarding processes, including employee documentation and records management.
- Maintain organizational databases, records, and filing systems.
- Support continuous improvement of operational processes and systems.
- Assist with procurement activities, contract administration, and vendor documentation.
Is this job for you? Let’s check!
We're looking for someone who enjoys creating order, maintaining accurate records, and ensuring that important details never fall through the cracks.
You are highly organized, dependable, and comfortable managing multiple trackers, documents, and deadlines simultaneously. You take pride in producing accurate work, following through on commitments, and supporting teams through strong operational systems.
If you have that administrative rigor, this is for you!
What would make you outstanding
- Experience supporting donor-funded projects or grants.
- Demonstrates strong judgment and can anticipate operational needs before they become urgent.
- Takes ownership of problems and follows them through to resolution.
- Comfortable working with ambiguity and creating structure where processes are still evolving.
- Able to spot patterns, risks, and inefficiencies and recommend improvements.
- Passionate about supporting impact-driven teams through strong operational systems.
Logistical Information
- Application Deadline: June 30, 2026
- Start date: July/August 2026 (tentative)
- Contract type: Fixed Term, 1.5-year contract
- Work hours: We have a flexible work arrangement, but our core hours are Monday to Friday, 9:30 am to 6:30 pm. (40-hour work-week)
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