Operations Support Manager

Job Title: Operations Support Manager

Duty Station: The Netherlands

Line Manager: Program Director

Direct Line Management:

• Finance Officer

• HR & Admin Officer

Full/Part-Time: Full Time

Scope of work

SWHF is a not for profit Organisation registered at the Amsterdam Chamber of Commerce. The Foundation aims to provide aid to communities and persons recovering from conflicts and disasters; provide support and orientation to refugees and communities in hosting countries; support justice and Human Rights efforts.

The Visual Documentation Team (VDT) Project is a Justice and Accountability Project that addresses relevant issues in Syria. The project aims at assisting transitional justice mechanisms, and other research processes.

The Operations Support Manager is responsible for the overall support in all administration and accounting functions and for providing a second layer of authority for checking and validation of all finance, human resources and logistics transactions in compliance with applicable laws and donors’ regulations.

Tasks and Activities

• Provide leadership, direction and management of the SWHF support team;

• Provide strategic recommendations to the BoD members;

• Manage the processes for financial forecasting and budgets, and overseeing the preparation of all financial reporting;

• Advice on long-term business, people and financial planning;

• Establish and develop relations with senior management and external partners and stakeholders;

• Elaborate, review and approve all formal finance, procurement and HR-related procedures and policies;

• Prioritise, delegate and supervise daily operations ensuring a fair distribution of the team workload;

• Supervise and resolve the Organisation’s day to day issues with suppliers and third parties;

• Ensure all procurement operations are followed up by the admin and logistics officer according to the procedures in force;

• Verify, approve and manage SWHF and projects specific monthly financial reports in a timely manner;

• Carry out team appraisals including identifying any training needs;

• Maintain an excellent understanding of all donors’ regulations/procedures in terms of procurement, admin, HR and finance.

Administrative Responsibilities:

• Lead coordination with external legal and accounting consultancy firms to obtain their support when needed.

• Prepare, update, collate and maintain all necessary internal and administrative documents of the project;

• Coordination with SWHF BoD and Supervisory Board to identify, develop and promote tools, guidelines and best practices for Institutional Development (strategies, internal policies, etc.).

Required Qualifications Education, Experience and Competencies.

• Bachelor’s Degree (MBA preferred) in Accounting, Finance, Management or relevant field;
• At least 5 years demonstrated experience in financial management and accounting, ideally in the non-profit sector as Operations Support Manager, CFO or a similar role;
• Experience at integrating IT Systems to improve accounting productivity and accuracy;
• Experience at working with external auditors, compliance and regulatory oversight;
• Knowledge/understanding of reporting requirements for Dutch NGOs or experience in delivering high level financial reports to key stakeholders;
• Excellent IT skills, with specific competency with Microsoft Excel;
• Outstanding organisational and time-management abilities;
• Excellent communication and interpersonal skills;
• Problem-solving and decision-making aptitude
• Able to manage multiple activities and identify priorities, meet deadlines and solve problems with shifting and competing values in a complex environment;
• Cross-cultural communication and interpersonal skills, and able to interact professionally with culturally diverse staff and stakeholders;
• Fluent in Dutch and English (Spoken and Written). Arabic is a plus;
• Ability to perform clerical work with a high degree of accuracy and attention to detail;
• High standards of confidentiality, reliability and discretion;
• Integrity by sharing the SWHF’s values and ethical standards.