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Operations Manager

  • International Republican Institute
Brussels, Belgium
Full-time
Published:
  • International Republican Institute
Brussels, Belgium
Full-time
Published:

Every employee of IRI is responsible for carrying out the Mission of IRI and demonstrating the Core Values in their day-to-day operations. The Core Values, which are IRI’s foundational building blocks include:

  • Excellence: We believe in quality results delivered by investing in people;

  • Freedom: We believe in exploration and experimentation to be agile and responsive;

  • Respect: We believe in trust, empathy and empowering people;

  • Teamwork: We believe in diversity, inclusion and the power of global collaboration;

  • Transparency: We believe in open communication and clear decision-making;

  • Accountability: We believe in personal responsibility as the foundation of success.


IRI’s Brussels office serves as a platform to manage IRI projects, as well as to support activities in Brussels conducted by IRI staff across the organization. The Operations Manager (OM) provides day‐to‐day oversight and management of field office operations, including logistics, accounting and procurement. S/he reports to the Director of Programs (DP) based in Brussels. The OM interacts with IRI Washington headquarters staff, IRI field staff, and stakeholders throughout Europe.

POSITION REQUIREMENTS:

  • Undergraduate degree in accounting or finance;

  • Proficiency in local finance and accounting regulations;

  • Computer literate with practical experience with various software packages;

  • Minimum 5 years of experience in a professional finance and/or accounting role, ideally within an international organization;

  • Demonstrated experience managing operations and logistics for field-based projects in Europe, including:

    1. Ensuring office and donor compliance/operations, including registration, taxation and legal/financial/labor law compliance;

    2. Liaising with government offices and operational suppliers;

    3. Coordinating staff transportation, and;

    4. Managing grant/contract procurement actions and resulting contracts/agreements.



  • Demonstrated ability to manage the logistical execution of high-profile events and delegations, including transportation, lodging, and visa/access requirements;

  • Strong oral and written communication and presentation skills. Proven attention to detail and ability to manage detailed records;

  • Demonstrated ability to effectively communicate and coordinate with various stakeholders, including USG officials, USAID, other international missions, host governments, other project implementers, and national partners;

  • Ability to work independently and as a member of a team to coordinate and lead the efforts of other professionals to effectively meet program and operational needs;

  • Experience proactively anticipating, identifying, and analyzing complex problems and developing creative solutions;

  • Experience with contract management, especially compliance with internal and USG regulations on competition, administration, and oversight; and

  • Fluency in English and French is required.


PRIMARY FUNCTIONS AND RESPONSIBILITIES:

The OM Manages and oversees all operations related to the IRI field presence, including accounting, procurement, logistics, and human resources, ensuring compliance with Belgian law, IRI policies, and donor regulations.

Accounting and Procurement Duties

  • Fulfilling regular reporting requirements of accounting, procurement, and overall financial operations of the IRI Belgium office;

  • Conducting financial operations in JAMIS-AP bills, entries and approvals, expenses reports, reports, rolling budgets, monthly exchange rate calculations, online bank and cash operations, VAT return reporting, etc.;

  • Supervising all types of bank transactions in the office (i.e., online bank payments, cash payments, check payments, reconciliations, etc.);

  • Ensuring that employees reconcile cash advances in a timely manner, and according to IRI deadline policy;

  • Monitoring monthly spending’s, reconciliations and bank accounts, and making necessary recommendations to ensure compliance with the funder and financial obligations, sales and IRI accounting;

  • Conducting the VAT return operations;

  • Maintaining Petty Cash;

  • Overseeing the process of registration and deregistration of employees at the tax-office;

  • Work in close cooperation with IRI’s payroll company;

  • Ensuring that all IRI documents (documents, archives, equipment, furniture, etc. are well protected at all times and that the inventory list is revised and updated;

  • Performs other duties as assigned.


Administrative Duties

  • Ensuring that all contracts are processed for renewal or termination prior to expiration date;

  • Coordinating the signing of contracts through DocuSign;

  • Managing procurement and vendor contract negotiations;

  • Managing supply orders;

  • Managing logistical arrangements for IRI program events and consultations;

  • Oversees staff movements in-country and coordinates required travel authorizations;

  • Oversees the logistical and operational execution of assigned program activities;

  • Performs other duties as assigned.


QUALIFICATIONS:

Education

  • Bachelors or better in Accounting or related field.


Experience

  • 5 years;

  • Demonstrated ability to manage the logistical execution of high-profile events and delegations, including transportation, lodging, and visa/access requirements;

  • Demonstrated ability to effectively communicate and coordinate with various stakeholders, including USG officials, USAID, other international missions, host governments, other project implementers, and national partners.

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