Administration and Operations Manager

  • In Place of War
  • Remote
  • Jun 10, 2024
Part time Admin Human Resources Operations

Job Description

In Place of War

In Place of War is a UK-registered charity, working nationally and internationally,
which uses creativity in places affected by conflict, social injustice and climate
change, as a tool for positive social change. We enable a network of more than 130
grassroots change-maker organisations in music, theatre, dance and visual art,
across 30 different countries.


Our vision is a world where creativity catalyses change. Our mission is to embolden
young people to harness their creativity to make the change they want to see in their
communities and build more fair and just futures. We want to nurture a global
movement of young change-makers and leaders who can learn from each other and
be inspired by new and innovative approaches to making change.


Emerging from an arts research project at the University of Manchester in 2004, and
evolving into a Manchester-based charity, our work is rooted in rigorous research into
the lasting impact of the arts as a catalyst for making change. Our work straddles
three key pillars - In Place of War and Conflict, In Place of Climate Change and In
Place of Social Injustice.
www.inplaceofwar.net

A successful candidate will be a motivated self-starter with senior management
experience in operations, preferably for a non-profit organisation. You will be familiar
with the fast and sometimes unpredictable pace of an international operating
environment, and confident in handling challenges as they arise. You will be
comfortable working collaboratively within a small team and engaging credibly with
a wide range of stakeholders.

 

KEY RESPONSIBILITIES
Governance and Institutional Compliance
Lead the development and implementation of all operational planning, in coordination with the CEO, staff, Trustees and supporters.
Ensure that In Place of War complies with its charitable and legal obligations.
Board management (leading on the preparation, diarising, briefing CEO, attending, minuting and actions/ follow-ups of Board meetings ) - this would be for UK Board, Irish Board, USA Board, Youth AB, Artist AB, and CEO’s Change-Maker NGO Group.

Lead on the creation of board papers, in consultation with the CEO, and attend
as necessary.
Source, manage and review all professional services and suppliers engaged by In Place of War including banking, legal advice, accounting and auditing.
Lead the review and development of new and existing policies to ensure both legal compliance and best practices across the organisation.
Co-development (with CEO & Director of Research) and implementation of environmental policy across projects and programmes.

Human Resources and Office Operations
Oversee all recruitment processes and work with the CEO to ensure that we have fair procedures for benefits, training, probation, diversity and inclusion, gender pay gap, safeguarding, grievance and disciplinary matters.
Oversee the contracting and on-boarding for new staff, consultants and trustees.
Manage day-to-day HR functions and queries, including leave recording systems.
Update and maintain the employment handbook policies and procedures.

Administrative & Management
General administration (prep of letters, contracts, docs, research etc)
Support with proofreading (fundraising applications and reports)
Updating of change-maker network spreadsheet and contact details
Compiling annual reports and working on the End of Year reporting
Management of administrator and comms people/team and overseeing comms
strategy

Financial Management
Work closely with the Finance Team to ensure that operational and financial planning processes and decisions are mutually informed and fully aligned.
Lead on statutory end of year accounting both to Companies House and The Charity Commission.
Lead, with the support of the CEO, on the delivery of all financial reports and
management accounts for board meetings.

Support the development/ fundraising function by generating necessary budgets and reports.
Strategise with the CEO to ensure all wings of the organisation work together to advance the best interest of the institution, its staff, projects and donors.
IT and Risk Management
Ensure that the IT and communications systems are optimally configured for effectiveness and security, and that staff can operate them as necessary.
Ensure Risk Assessments and security plans are completed by staff prior to staff
travel.
Ensure In Place of War has robust risk mitigation systems and training for staff.
Maintain and review the Risk Register for the organisation with the CEO.

Other
Supporting with organisational project management systems.
Organising 1 fundraising event per year.

EXPERIENCE, QUALIFICATIONS AND SKILLS:
At least 5 years experience leading charity operations at a senior level including compliance, human resources, IT, security and project support services, ideally in the non-profit sector.
Track record of excellent business decisions for institutions under UK charity law operating in an international, multi-donor environment.
Extensive experience of supporting Boards and Board committees at a senior level in a non-profit context.
Evidence of ability to both lead and service a complex network of external relationships.

Attributes:
Strong people management, collaboration and team building skills
Excellent business planning and decision skills, and a sound understanding of operational and financial management in charities.
Proven commitment to designing effective and enabling systems for organisation management in support of effective delivery
An appetite for innovation
You will be able to work well under pressure and provide a grounded presence to
the operations team
Excellent written and spoken English

Good verbal communication skills and the ability to represent In Place of War to a
wide range of stakeholders
High levels of energy and personal resilience

Working at In Place of War

Work is conducted remotely across the majority of the team. There is a monthly check-
in on the first Tuesday of every month. Most day-to-day liaison is done via email and

WhatsApp. Working hours can be flexible, but are generally between the hours of 8am and 7pm, whatever fits with your life commitments.

To Apply
Send a one page cover letter explaining why you would be a good candidate for this
position and a CV to roz@inplaceofwar.net. Please submit your application by 5pm
BST on June 30th.

Salary Range

£38 - 43k pro-rata