The Operations Associate will be responsible for supporting NESsT’s Polish team. Based in the Warsaw office, the Operations Associate will provide administrative and operational support to NESsT’s team members in Poland. Responsibilities include keeping a small, dynamic co-working office running as well as providing basic accounting and reporting, general office administration, travel coordination, technology troubleshooting, event planning, document translation, communications support and information management. The Operations Associate also supports the global operations team with general administration activities, financial reporting, information management and travel arrangements.
This is a part-time position. The Operations Associate is directly supervised by the Portfolio Director of Poland and also work in coordination with the Operations Manager and the global operations team.
Key Duties & Responsibilities
Delivers high-quality office management for the Polish NESsT office (including filing, postal arrangements).
Maintains database of NESsT contacts up to date in Salesforce. Uploads required information on the portfolio, donor meetings, and workshops/events.
Manages vendors including technology support, cleaning, travel agency, repairs, tenants' & flat owners' association.
Maintains the office inventory.
Provides accurate and timely financial support in the areas of local financial reporting, payments and coordination.
Acts as a primary contact during the financial audit of the Polish entity and offers support as required for audits in other Central and Eastern European offices.
Coordinates payments with local and regional partners.
Provides accurate and timely financial support in the areas of global financial reporting with the focus on Co-CEOs’s monthly reporting.
Supports human resources management regionally to maintain organized files and provide information to staff, when needed and appropriate.
Events & Meetings
Coordinates global/regional/local travel arrangements and events (i.e. meetings, workshops, retreats, conferences).
Coordinates and participate at local/national workshops, conferences, as needed.
Maintains the Polish NESsT office within local legal compliance regarding timely filings with the tax authorities & other local/national authorities as needed.
Supports in communication tasks including writing and uploading social media posts, providing input for global newsletters and appeals, updating website information regarding Poland program and portfolio, complying with donor communication requirements (logos on website and other materials) and providing information and local coordination in the development of marketing materials including photo essays, videos annual reports, fact sheets.
Delivers detailed support and follow through in other administrative tasks, as they arise, such as translation, technology support, travel coordination, Salesforce updates, etc.
Professional training/higher education and a minimum of 3 years work experience (experience at nonprofit organizations a plus).
Relevant experience, particularly in the areas of bookkeeping and office administration, project management, travel and event coordination.
Native Polish speaker and advanced verbal and written English required.
Strong computer skills and the ability to adapt to new technologies, including work experience with Microsoft Office (emphasis on Microsoft Excel), experience with other online tools, CRM systems including Salesforce and Google docs preferred.
Excellent communication and organizational skills, strong attention to detail and the ability to manage multiple tasks simultaneously.
Ability to be flexible, resourceful, proactive and innovative in small, dynamic, international, nonprofit environment with limited resources.
Experience working in a multicultural environment.
Ability to work independently and as a member of a team.
Willingness and predisposition to travel on a monthly base.
Warsaw, Poland – working from home office.
20 hours a week
Salary will be negotiated based on experience and qualification prior to employment.
This position requires intensive travel (i.e. visits to NESsT portfolio members, representing NESsT at various events).
March 15, 2019 - August 31st, 2019 (with opportunity for extension)
Please apply for this position by uploading the following materials in English via our online application.
● Thoughtful cover letter explaining why you're the right fit for this role and your available start date
● Statement on salary requirements.
Application process is open until position is filled. Only short-listed applicants will be contacted. No phone calls, please.
NESsT is proud to be an equal opportunity employer committed to identifying and developing the skills and leadership of people from diverse backgrounds.