Operations Administrator, Scandinavia

FULL-TIME JOB VACANCY

OPERATIONS ADMINISTRATOR

Operations Department

Stockholm Office

Application Deadline: 31 July 2022

The Operations Department of Human Rights Watch (“HRW”) is seeking highly-motivated and qualified applicants for the position of Operations Administrator to provide day-to-day support in ensuring the smooth and efficient running of HRW’s Stockholm and Copenhagen offices and the HRW Norwegian foundation. The position is full-time at 40 hours per week based in Stockholm, Sweden and reports to the Senior Associate Director for European Operations based in Geneva, Switzerland.

Due to COVID-19, many of our global offices are operating in reduced capacities. The successful candidate may be required to work remotely if local requirements necessitate it. We recognize that this moment, during the pandemic, is a uniquely difficult time for most people, particularly those with caregiving responsibilities, and we aim to be as flexible and supportive as possible in both the recruitment for and onboarding of this position.

Responsibilities:

Finance

1. Act as the local Finance representative and assist with the implementation of Finance policies locally;
2. Answer and assist staff with finance queries;
3. Manage the bank accounts and cash flows for the Scandinavian (Sweden and Denmark) and Norway Foundations in support of HRW;
4. Assist the Senior Associate Director for European Operations in establishing and monitoring the Copenhagen and Stockholm office budgets;
5. Record all monthly financial activity into the organization’s financial system;
6. Process financial transactions, including payroll, pensions, monthly bill payments, expense reimbursements and disbursements;
7. Run internal and external financial reports;
8. Process and track expenditures and revenue transactions;
9. Process, track, and file inter-company transfers;
10. Assist actively in preparing accounts analysis, soft closures, quarterly closes and year-end closes;
11. Work with financial service vendors such as auditors, accountants and governmental tax offices;
12. Plan, prepare and coordinate with relevant stakeholders the annual external audit of the Scandinavian and Norway foundations; and
13. Work with the Senior Associate Director for European Operations in completing local tax requirements.

Legal/Governance

1. Assist the Senior Associate Director for European Operations with handling issues in relation to the Scandinavian and HRW Norway foundations legal, charitable status, registrations and related requirements;
2. Work with the Senior Associate Director for European Operations to ensure compliance with local laws, and liaise with general counsel on issues related to corporate and governance laws, labor laws, charity, health and safety laws;
3. Plan, organize and coordinate Board meetings of the Scandinavian and Norway foundations, liaise with board members, prepare and distribute all necessary documents, take minutes, and carry out other administrative duties related to Boards coordination; and
4. Ensure all entity information is updated on HRW’s entities database.

Human Resources

1. Act as the local HR representative and assist with the implementation of HR policies locally;
2. Respond to staff on general HR queries;
3. Maintain a good understanding and working knowledge of and compliance with local employment laws;
4. Assist with the recruitment, on-boarding and departure of local staff, fellows, consultants and interns;
5. Administer and process local employee payroll, pensions, health benefits and insurance;
6. Liaise and assist HR staff in headquarters with legal and HR audit issues locally;
7. Liaise with local government offices, insurance and pension providers and other HR service providers;
8. Research and assist with immigration, visas and relocation of employees;
9. Maintain a unified filing system and attendance management database;

Facilities Administration

1. Maintain the smooth and effective functioning of the office;
2. Handle general office maintenance and facilities issues;
3. Liaise with the landlord on issues relating to the premises;
4. Engage suppliers and providers and negotiate commercial and services contracts in a cost-effective manner;
5. Answer general post, email and telephone enquiries;
6. Coordinate office social events and related logistics;
7. Maintain office security and protocols;
8. Ensure office safety standards are in compliance with local regulations;

Information Technology

1. Liaise with IT Support to troubleshoot computer problems and back up and update network files as necessary;
2. Liaise with IT or local phone service and internet provider to troubleshoot phone and internet problems; and

Other

1. Carry out other duties as necessary.

Qualifications:

Education: A bachelor’s degree or equivalent training in finance, accounting, bookkeeping, business administration, nonprofit management, human resources or a related field is required.

Experience: A minimum of three years of operations or administrative experience, preferably in a global organization, is required. Experience in accounting, bookkeeping, nonprofit management, and/or human resources is highly desirable.

Related Skills and Knowledge:

1. Strong organizational, administrative, analytical, and financial skills are required.
2. Strong interpersonal skills, enthusiasm, and attention to detail are required.
3. Self-motivation and the ability to take initiative, prioritize with minimal supervision, problem solve, and work independently as well as function as a member of a team with staff in multiple locations globally are required.
4. Ability to work well under pressure while juggling multiple tasks simultaneously and working effectively toward deadlines is required.
5. Excellent oral and written communication skills in English and Swedish are required; proficiency in additional languages is highly desirable.
6. Proficiency in computer packages including MS Office applications is required.
7. Good judgment, discretion and the ability to maintain confidentiality are essential.
8. Experience with finance, human resources or development databases is desirable.

Salary and Benefits: HRW seeks exceptional applicants and offers competitive compensation and employer-paid benefits.

How to Apply: Please apply immediately or by 31 July 2022 by visiting our online job portal https://careers.hrw.org/. No calls or email inquiries, please. Only complete applications will be reviewed and only shortlisted candidates will be contacted.

If you are experiencing technical difficulties with your application submission or require a disability-related accommodation in order to submit your application, please email [email protected]. Due to the large response, application submissions via email will not be accepted and inquiries regarding the status of applications will go unanswered.

Human Rights Watch is strong because it is diverse. We actively seek a diverse applicant pool and encourage candidates of all backgrounds to apply. Human Rights Watch does not discriminate on the basis of disability, age, gender identity and expression, national origin, race and ethnicity, religious beliefs, sexual orientation, or criminal record. We welcome all kinds of diversity. Our employees include people who are parents and nonparents, the self-taught and university educated, and from a wide span of socio-economic backgrounds and perspectives on the world. Human Rights Watch is an equal opportunity employer.

Human Rights Watch is an international human rights monitoring and advocacy organization known for its in-depth investigations, its incisive and timely reporting, its innovative and high-profile advocacy campaigns, and its success in changing the human rights-related policies and practices of influential governments and international institutions.