NESsT
Social Enterprise Development • Capacity-Building • Thought Leadership • Impact Investing • Consulting
11 - 50
Operations Associate
October 8
NESsT
Social Enterprise Development • Capacity-Building • Thought Leadership • Impact Investing • Consulting
11 - 50
Description
• NESsT is looking for a smart, organized, and proactive team member to support operations for our team in Chile. • The right candidate will have excellent communication and people skills and show maturity in handling business and confidential situations. • The Operations Associate is directly supervised by the Global Operations Manager and works in coordination with the Country Director. • Key Duties & Responsibilities: Administrative/Operational Liaise with the accountant for payment requests and timely payment submissions. • Support in the Vendors / Consultant search process, following the Purchasing Policy at NESsT. • Manage vendors, including travel agencies, tenants, legal advisors, office and storage unit rentals, IT support, taxis, and couriers. • Manage all NESsT-owned equipment: Help the IT team with the process of collecting and reviewing bids to order new equipment as requested. • Also maintain asset management list, updating as needed. • Coordinate with IT support whenever any IT equipment requires corrective maintenance. • Install (or otherwise manage installation) office software on laptops for new staff. • Support the global operations team with our internal systems (Salesforce, SharePoint, and Bamboo, among others). • Provide and help with translations. Occasionally, documents (in person) to deliver to government agencies, funders, etc. • Human Resources Assist with staff recruitment including posting job openings, phone screening candidates, scheduling interviews, and maintaining and updating information in our HR system. • Assist with onboarding new and offboarding departing staff, helping ensure that new staff has a positive and well-organized onboarding process. • In addition, assist with new staff orientation and technology training. • Act as liaison to private employee health and life insurance companies, enrolling new staff and maintaining contracts. • Execute employment contracts for new staff, and track contracts for renewals as needed. • Keep HR files up to date. • Assist staff with immigration questions or compliance, if needed. • Organize Chile team meetings and plan for team-building events. • Keep Chile information in the global HR manual up to date. • Events, Meetings, and Travel Coordinate global/regional/local travel arrangements and events, i.e., meetings, workshops, retreats, conferences– coordinate payments and invitations. • Coordinate and participate in local/national workshops and conferences as needed. • Assist staff with travel arrangements as needed. • Prepare the per diem forms and expense reports for the local staff when traveling. • Legal Point of contact with the legal firms. Provide support in maintaining and administrating documentation as needed. • Assist with the contracting process for external consultants, including gathering bids and preparing and reviewing contracts with external consultants (Spanish and English). • Financial Reporting: Provide accurate and timely financial support in the areas of local financial reporting, payments and coordination with the focus on monthly reporting. • Act as a primary contact during the financial audit of the Chile entities and offers support as required. • Coordinate payments with local and regional partners, vendors, and the team (reimbursements, grants and others). • Assist program staff with preparing periodic reports to donors or other elements as needed.
Requirements
• A bachelor's degree and a minimum of 3 years of experience in office administration or operations, performing duties relevant to this position. • Excellent written and verbal communication skills. • Native Spanish and excellent English are required (C1). • Proven ability to assemble various internal outputs (charts, data, photos, financial info) into a final, carefully formatted report. • Proven ability to be flexible, resourceful, and innovative in a small, dynamic, non-profit environment. • Familiarity with Chilean employment laws and requirements for enacting employment contracts. • Computer skills: Experience and proficiency with Microsoft Office (Word, Excel, PowerPoint) are required. • Salesforce experience preferred. • Experience using an HR information system (such as BambooHR) is preferred. • Ability and willingness to learn new software are essential. • Experience working in a non-profit organization or international organization preferred.
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