Role Purpose:

The Operations & Office Manager plays a central coordinating role in ensuring the smooth and effective running of the organisation’s internal systems, governance processes, and team operations.

This is a hands-on management role in a small international NGO transitioning to a global staffing model. The postholder will oversee administrative systems, HR processes, governance and risk management coordination, and provide executive support to the CEO and senior leadership to ensure effective communication and operations support across our team.

Key Responsibilities:

Governance, Compliance & Risk Management

Coordinate the organisation’s governance processes, including three annual Board meetings and quarterly Sub-Committee meetings.
Support the CEO and Chair with scheduling, preparing agendas and papers, minute taking, and ensuring timely follow-up of agreed actions.
Manage the Governance Risk Register, consolidating inputs from relevant team leads and ensuring quarterly updates and reporting to the Board.
Work with key staff, including the Safeguarding Lead, to ensure compliance with legal, safeguarding, and ethical standards.
Maintain an up-to-date repository of organisational policies and coordinate annual policy reviews.
Provide proactive administrative and coordination support to the CEO and, as needed, the Senior Management Team (SMT).
Manage the CEO’s schedule, meeting coordination, and correspondence aligned with global priorities.
Support preparation of key reports, presentations, and documentation for the Board, donors, and partners.
Maintain confidentiality and act as a trusted liaison between the CEO, Board, and staff.
Track strategic decisions and follow-up actions across teams to ensure timely implementation.
Coordinate SMT meetings, including agendas, minutes, and action logs.
Executive Support to CEO and Senior Management

Operations & Systems Management

Oversee day-to-day operations and ensure internal systems and processes function effectively across HR, administration, and logistics.
Lead the implementation and continuous improvement of organisational systems (e.g., document management, shared drives, IT tools).
Supervise the Administrative & Logistics Assistant, ensuring smooth office operations, facilities management, and procurement coordination.
Support cross-team systems for effective global collaboration and knowledge management.
Support managers and administer recruitment processes, onboarding, and induction for new staff and consultants.
Maintain accurate and confidential HR and personnel records.
Coordinate, monitor and analyse HR data (absence, recruitment, contract dates and type, equal pay data, leavers, employee relations activity etc) across the organisation, reporting metrics to the CEO and HR and Wellbeing Committee for strategic planning purposes.
Support implementation of HR policies, performance review processes, and staff wellbeing initiatives.
Support team culture, inclusion, and professional development consistent with organisational values.
Coordinate internal and global team meetings, workshops, and online planning sessions.
Prepare and circulate meeting agendas, notes, and action trackers.
Manage shared calendars and ensure effective communication channels across time zones.
Ensure regular, structured internal communication between teams, supporting an informed and connected global workforce.
Human Resources Administration

Meeting Management & Internal Coordination

Financial and Operational Coordination

Act as liaison between operations/HR and the finance team, ensuring smooth flow of information and documentation (e.g. contracts, procurement records, expense claims).
Ensure organisational systems (HR, procurement, contracts, expenses) align with financial processes managed by the finance team
Oversee vendor and service provider relationships, ensuring contracts are up-to-date and shared with the finance team.
Promoting Organisational Values and Culture

Model and promote the organisation’s values of integrity, dignity, equity, solidarity, empathy, accountability and sustainability in all internal and external interactions.
Foster an inclusive, positive, and supportive working environment.
Contribute to initiatives that strengthen team engagement, wellbeing, and cross-cultural collaboration
Person specification:

Essential

Minimum 4–5 years’ experience in operations, administration, or HR within an NGO or similar environment.
Demonstrated ability to manage systems, coordinate across teams, and supervise staff.
Proven experience supporting senior leadership and/or governance functions.
Strong organisational and communication skills, including drafting minutes and reports.
Excellent written and spoken English and French; Malagasy an advantage.
Competence with Microsoft 365 and digital collaboration tools.
Proven discretion and ability to handle confidential information.
Understanding of risk management, compliance, and HR processes.
Desirable

Experience working in a remote or multi-country team.
Familiarity with charity governance and safeguarding frameworks.
Experience coordinating board or sub-committee meetings.
Interest in organisational development, culture, and wellbeing.

Send your CV and covering letter