Operations Officer

The Operations Officer is a pivotal member of the team who will support the organisation to run its activities efficiently and effectively. As part of a small team, you will work collaboratively with most of the charity’s functions but in particular provide regular support to the SMT, finance, HR and fundraising teams. Who we are: WasteAid is an international non-governmental organisation that works in low and middle-income countries to implement environmental and economic empowerment programmes, focusing on support to nascent green businesses and grassroots entrepreneurs. The work improves the livelihoods of some of the poorest and most marginalised, promotes circular economy innovation and contributes to a cleaner and healthier future for all. Our programmes focus predominantly on the reduction of plastic, organic, textile and e-waste pollution in areas of the world that have no formal waste management systems. The organisation promotes and shares locally appropriate, evidence based inclusive practices, supporting and empowering others to take positive action. We partner with public, private and community-based organisations in countries where the lack of waste management systems is harming the environment, economy and society. We achieve our goals through our 3 flagship programmes: - Our Wastepreneur programme for those individuals and micro businesses trying to make a living within the circular economy and make a difference in their communities. - The WasteAid Circular Economy Network which brings together national stakeholders, local authorities and the private sector to tackle local waste challenges through networking, training, infrastructure support and innovation challenges. - First Step Resource Management Programmes focus on a whole system approach to divert waste from landfill supporting community behaviour change, basic infrastructure, collector group training and end market development. The organisation is just over 10 years old and has enjoyed sustainable growth with an annual budget this year of circa £1.2 million. It is a dynamic organisation with an international team who work in a supportive and collegial environment. WasteAid currently implements programmes in The Gambia, India, South Africa and Uganda. Purpose of Role The Operations Officer is a varied role that helps keep the charity’s different functions running smoothly. Working closely with a small team a typical day can be a combination of regular tasks involving prompt and careful handling of incoming communications by email, post and telephone call, responding to invoices or payment requests and preparation of letters, contracts or reports. Other tasks such as recruitment support, staff onboarding, events and travel planning are less routine but may be part of your day as and when they occur. Team co-ordinating · Manage calendars and appointments, scheduling team meetings, appointments and events. · Co-ordinate travel plans including booking transport, accommodation and supporting visa application processes. · Attend quarterly Board meetings, taking minutes. · Assist in the preparation and distribution of Board materials. · Track charity assets and equipment, liaising with outsourced IT support as necessary. HR Support · Lead on fulfilment of recruitment campaigns, organising the recruitment pack, placing job adverts, handling applications, arranging interviews and tests. · Issue contracts, contract variations, ensure signed records and references are filed. · Prepare the induction of new joiners including introductory meetings and issuing equipment. · Storing safeguarding records. · Administer the charity’s HR filing system on SharePoint and the online HR management system. · Keeping the charity organogram and staff profiles up to date. · Logistic support for leavers, arranging collection of equipment. Fundraising · Work with fundraising colleagues to ensure that incoming communication is routed appropriately or responded to. · Update records in the charity’s CRM system. · Print and post written appeal letters. · Logistics support for fundraising events, charity attendance at conferences, award ceremonies and trade fares. Finance · Handle incoming invoices and payment requests, obtaining authorisation from budget holders. · Manage staff prepayment cards, topping up funds, issuing new cards and cancelling leavers’ cards. · Prepare a bi-weekly payment run for international payments. · Support the SMT with expense claims. · Update the charity’s finance systems and file financial documents in SharePoint. · Prepare Gift Aid claims, including utilising the charity’s CRM function. Administration · Manage personal and shared email accounts. · Monitor and route incoming post. · Answer incoming telephone calls, arranging a rota basis with colleagues. · Preparing and issuing contracts, letters, reports or similar for signatures, including by Docusign. · Keep all information confidential and comply with data protection and ethics legislatio