Operations Manager

Operations Manager – E3G Inc. Washington DC

Salary: Competitive

Contract: Permanent

Closing date: 17 February 2023

This position is located in the E3G US office (DC). Existing US work authorization is required at the time of application submission for the position. E3G is unable to sponsor work authorization for this position. The role is expected to be based on-site at our Washington DC office.

About E3G

E3G is an international non-profit organisation, founded in 2004, with legal entities in London, Washington, Brussels, Dublin and Washington DC.

E3G is an independent European climate change think tank with a global outlook. We are world leading strategists on the political economy of climate change, dedicated to achieving a safe climate for all.

We work on the frontier of the climate landscape tackling the barriers and advancing the solutions to a safe climate. Our goal is to translate climate politics, economics and policies into action.

E3G values diversity and welcomes applications from all suitably qualified candidates regardless of age, gender, race, disability, sexual orientation, religion or ethnic background.

Role Summary:

This position is responsible for the operations of E3G Incorporated in the United States. E3G employs 140 staff globally, 10% of them in the US. We expect modest growth in this number in the coming 2 years.

In this role you will support the Executive Director of E3G Inc with responsibility for running our US office with operational excellence, and that our US staff experience a well-run function. You will lead on local financial, operational, administrative and governance processes for E3G Inc.

You will support the day-to-day operations of E3G’s U.S. team around four pillars of administration; finance, HR, Governance and office management. Your daily work will include office administration & management, supporting our people, payroll processes, finance and funder management and supporting the governance of E3G Inc as a 501(c)(3) entity. You will be expected to be visible in guiding staff through internal processes and systems locally. We offer training if you do not have experience in all these areas.

We are looking for a well-organized, driven, dedicated, adaptable person that can deal with balancing multiple tasks and will strengthen E3G’s operational backbone during a period of change. The successful candidate will join a dynamic team, working in close collaboration with colleagues the U.S. and the operational and finance teams internationally. The role will report jointly to the Director of E3G Inc and E3G’s Chief Operating Officer, also working closely with the CFO and Head of HR, who are based in London.

Responsibilities:

Office Administration and Management

• Ensure a safe, functional, and welcoming office for U.S. staff and visitors.
• Review and make recommendations on internal systems to support and improve efficiencies.
• Support activities related to time recording, travel booking, and expense reporting.
• Establish efficient processes in the administrative and financial management of the office, including managing office supplies and systems.
• Ensure availability and accuracy of relevant documents for funders and other partners.
• Provide support coordinating internal and external events, workshops, and conferences as needed.

People & Payroll

• Coordinate with project staff and HR on recruitment of new personnel and support onboarding of new staff and consultants.
• Manage annual leave, sickness, onboarding, contracts and personnel files through the HR system called BambooHR.
• Ensure compliance with labor laws and support staff in their HR and wellbeing queries.
• Manage payroll payments for the office.

Finance and Funder Management

• Oversee E3G Inc day-to-day operational finances, keeping budgets up to date in E3G’s financial systems.

• Support regular reporting on in-year budget progress.

• Check incoming and outgoing invoices and managing the liquidity of the E3G U.S. bank accounts.

• Support preparation of budgets and grant reports.

• Assist E3G Inc Country Director with fundraising and development.

• Manage contracts for associates or freelance consultants in and outside of DC based in the US.

• Collaborate with Operations staff and Project Managers to ensure compliance with terms and conditions of funding awards, communicating with donors as needed.

Governance

• Work with the E3G Inc Executive Director and Operations team to ensure E3G Inc meets its statutory legal and commercial obligations in US and State laws.
• Maintain and manage an operational risk register for E3G Inc.
• Support the timely filing of E3G Inc’s financial and other regulatory records.
• Support the E3G Inc Board and its processes.

Experience, skills and qualifications:

• Experience: 5+ years experience in dealing with financial matters (including budgets), office management and a knowledge of labor laws is required. Fundraising and grant compliance experience is desirable.
• Adaptable to rapidly changing priorities and can run multiple projects with varying deadlines.
• Compliance, process and accuracy oriented, with sensitivity to being able to explain these matters to E3G project managers, directors, partners, and contractors.
• Education that is desirable: A completed Bachelor's degree.
• Languages: You have verbal and written proficiency in English.
• Requirements: Existing work authorization is needed for this position. E3G is unable to sponsor work authorization for this position.
• Occasional international travel may be required.

Potential Salary:

Salary is commensurate with experience and other compensable factors.

How to Apply:

Please submit a resume with cover letter by the date of February 17, 2023.

• Your resume is a maximum two pages
• A cover letter of no more than one page outlining why you are applying for this role and when you would be able to start

We will not be able to reply to every applicant. If you have not heard from us within 2 weeks of the closing date, we will not be shortlisting you on this occasion.

What we offer:

• A competitive salary and generous benefits package (extra annual leave, pension/retirement plan, health insurance, family friendly leave).
• Access to the E3G global network with the opportunity to exchange with and learn from colleagues working at the cutting edge of climate action globally.
• The chance to have an impact and to develop your career within a mission driven organization with access to varied learning and training opportunities.
• A workplace that prioritises diversity and inclusion at the heart of our work.