Vacancy: Operations Manager

Position:            Operations Manager – (OM)

Location:           Berlin, Germany

Reports to:        Program Director

Join the IMPACT Family!

IMPACT – Civil Society Research and Development e.V. is on the hunt for a passionate, meticulous Grants and Compliance Officer. Founded in the dynamic city of Berlin in 2013, our organization prides itself on empowering civil society through innovative capacity building, ground-breaking research, meaningful peacebuilding, and active diaspora engagement. With thriving offices across Iraq, Turkey, and Syria, we are a global non-profit leader dedicated to enacting change in conflict zones and beyond.

Why You Should Apply:

As The Operations Manager (OM) will be responsible for overseeing all Wiaam III operations in terms of Budgeting, Financial Reports, BVAs, Grants & Compliance, and External Audit. Under the supervision of the Program Director, the Operations Manager ensures the program’s compliance with IMPACT policies and USG funding regulations, and coordinates with HQ on all program admin and operations related matters. The OM oversees the work of the Grants and Compliance team, including all other personals working on finance and operations within the program. Under the supervision of the program director, the OM will coordinate closely with the Program Development Manager (PDM) to ensure regular coordination between the program development officers and the grants officers, ensuring compliance and regular reporting. The successful candidate will have experience in finance and operations management, grants compliance and management, human resources and procurement, as well as a strong understanding of USG regulations and policies. Wiaam III is a USG funded program supporting civil society in Syria.

Key Responsibilities:

Program Operations

• Lead all program operations in terms of budgeting, financial reports, grants management and compliance, BVAs, and external audits.
• Coordinate with IMPACT HQ on all financial and operations matters.
• Ensure compliance with IMPACT policies and USG rules and regulations, and oversee financial management of the program, including preparation of regular financial reports and other program documents.
• With the support of the Grants and Compliance Manager, plan and implement effective and transparent systems for financial operations in accordance with the IMPACT Finance Manual and donor regulations, including systems for cash flow management, budgeting, consolidation of accounting information, internal controls, financial reporting, financial record-keeping, and compliance.
• Develop (and keep up to date) program budget with the SMT and develop and implement grant budgeting and forecasting systems.
• Ensure effective, transparent use of financial resources in compliance with IMPACT and USG policies and procedures.
• Ensure that Program financial systems are robust, compliant and support current activities and future growth.
• Maintain banking relations and plan and monitor country cash flow requirements to ensure the smooth implementation of the program and its subgrants.
• Work with the HQ finance team on costs allocations including salaries, activities and shared costs.
• Develop and implement financial policies and procedures to ensure effective and efficient use of program funds and provide training and technical assistance to local partners on financial management and compliance.
• Manage the program’s budget and support the effective monitoring and tracking of program expenditures.
• Ensure compliance with program reporting requirements, including timely submission of financial reports and other program documents.
• Review and verify program financial transactions, including procurement requests, and ensure that all expenditures are properly authorized, recorded, and reported.
• Oversee logistics and procurement, including procurement of goods and services in compliance with USG regulations, and support the development of procurement plans.
• Ensure the availability and good management of program’s inventory, including the tracking of program assets and the maintenance of inventory records.
• Manage the office spaces and the procurement of equipment and supplies.
• Oversee and manage all administrative functions, including logistics, travel and office management.
• Coordinate closely with other team members, especially heads of units to ensure team coherence, flow of information, and smooth operations.
• Support the program director in all aspects related to operations and finance.

Team Management

• Manage and supervise the Grant and Compliance team, the Finance Officer(s), operations officer, and other staff assigned to operations, finance, and compliance of Wiaam III, at the main office and in field offices.
• Promote accountability, communicate expectations and provide constructive feedback via regular performance reviews.
• Provide team members with information, tools and other resources to improve performance and reach objectives.
• Help team members identify problem-solving options and ensure the integration of all team members into relevant decision-making processes.
• Take ultimate responsibility for the performance of finance and operations team members.

Qualifications We Are Looking For:

• A minimum of eight years of advanced experience in operations, financial management, grants, and compliance management, with a focus on USG grants.
• Bachelor’s degree in accounting or finance is required; a Master’s degree is preferred. Possession of CPA, CMA, or CIA certifications is an advantage.
• In-depth knowledge of USG rules and regulations, coupled with substantial experience in compliance management.
• Solid expertise in US GAAP and familiarity with USG legal requirements.
• Proven ability in budget preparation and analysis, conducting audits and single audits, financial reporting, and the capacity to effectively communicate complex financial data through informative reports.
• Robust accounting skills and experience.
• Demonstrable experience in people management and exceptional organizational skills.
• Advanced proficiency in MS Office applications, notably Excel, and experience with accounting software such as QuickBooks.
• Excellent oral and written communication skills in English are essential.

HOW TO APPLY:

To apply, please complete the job application form (Click Here), and submit your CV and cover letter to [[email protected]] by May 6th, 2024. Ensure that the subject of your email reads “Operations Manager_OMWI-11” as the subject of your email.

We are eager to review your application and potentially invite you to join our dynamic team at IMPACT.

Note: Only candidates selected for further consideration will be contacted. If you do not hear from us within two weeks after the application deadline, please consider your application unsuccessful on this occasion.