Head of Operations

Finance Watch, the Brussels-based public interest advocacy association dedicated to making finance serve society, is looking for a Head of Operations & Finance to strengthen its team. Growing this team with highly skilled and motivated professionals is an essential component of our five-year strategic plan.

Job Title : Head of Operations & Finance

Job Type : Full-time or part-time (minimum 80%)

Role Summary

The Head of Operations & Finance will lead the Operations & Finance (O&F) department and be responsible for the overall coordination of this department.

They will report to the Secretary General and coordinate their activities with a Head of Research & Advocacy and a Head of Communications & Networks (as part of the “Management Team”).

The role combines direct contribution to operations, finance, fundraising and HR activities, acting as a senior specialist, along with helping to ensure the smooth day-to-day running of the organisation.

The Operations & Finance department currently comprises a Finance & Operations Officer and a Grants Assistant, assisted by an in-house Administrative consultant. Each person works on specific topic areas of expertise, manages administrative tasks, monitors grant agreements and contributes to the financial stability as well as the legal compliance of the organisation. They have direct contact with funders and members as part of their administrative work.

Key Responsibilities of the role

Management of the O&F Department

• Lead a Department ‘Operations & Finance’ of currently 2 staff and 1 in-house consultant
• Coordinate their activities with the other members of the ‘management team’ (Secretary General, Head of Research & Advocacy, Head of Communications & Networks)
• Manage the appropriate time allocation/workload
• Monitor the budget allocated to the Department
• Make sure deadlines are respected within the Department

Human Resources management of the O&F department

• Human resources management of the department, including promotions, recruitment, evaluations, performance indicators, career development, monthly catch-ups, holiday planning etc.
• Replace an Operations & Finance Projects colleague or a manager in case of leave

Internal collaboration

• Contribute to the weekly management meetings
• Contribute to the monthly staff meetings
• Plan regular training sessions to upgrade the knowledge of the staff on the latest developments
• Ensure a smooth collaboration between the 3 departments, including the contribution to outputs & activities related to the other departments (blogs, social media, grant reportings, press, timesheets, events, internal policies, grant proposals, newsletters, etc)
• Ensure the O&F department respects internal processes, templates, guidelines and procedures
• Contribute to Finance Watch’s overall multi-annual strategy
• Implement the O&F part of Finance Watch’s strategy
• Monitor the implementation of the strategic plan, as well as the annual work programmes
• Contribute to the development of a fundraising strategy
• Develop the annual work programme of the Operations & Finance Department
• Ensure consistency of the outputs of the Operations & Finance Department with Finance Watch’s mission and strategy
• Report status and progress, especially on Finance, HR & Operations items to the Secretary General and the Board

Operational excellence - Transversal

• Coordinate internal projects in order to maximise impact, including by implementing simple & innovative solutions
• Ensure overall team collaboration (respect of processes, guidelines & procedures), fostering a culture of continuous improvement
• Propose improvements for internal processes, templates & guidelines
• Evaluate risk: produce risk assessments and implement risk mitigation strategies across all operational and financial areas. Prepare contingency plans.
• Ensure operations run smoothly and with equal treatment of all staff

Operations

• Implement efficient processes and standards
• Supervise & monitor all processes
• Supervise the organisation of events, workshops, and initiatives and provide logistical and operational expertise
• Manage contracts and relations with customers, vendors, partners and other stakeholders
• Ensure smooth Office operations (answering switchdesk phone calls, pleasant work environment, including from home, water-internet-heating supply, cleanliness of the office, etc)

Data management

• Ensure a good quality of data management (contacts, emails, addresses) in the Department (from daily updates to monthly or yearly cleaning exercises)
• Propose improvements in the data architecture of the organisation
• Ass