Tanzanian Children's Fund - Hiring an Operations Associate! [FT, BOSTON, FLEXIBLE]

[Vanessa Hamann]

Operations Associate Role

The Tanzanian Children’s Fund (TCF) works to eliminate poverty and improve the lives of marginalized children and families in the Oldeani area of northern Tanzania. Our goal is to ensure that all children and families in this region have the opportunity to lead healthy, secure, and fulfilling lives.

TCF is seeking a detail-oriented, organized, and adaptable problem-solver to join our US-based team as the Operations Associate. This is a full-time, salaried position, responsible for overseeing daily operations at TCF’s Cambridge office. Reporting to the US Managing Director, the Operations Associate responsibilities will include but are not limited to:

OPERATIONS

• Manage collection, tracking and timely distribution of in-kind donations via duffels including all acknowledgement of gifts to donors, coordination with volunteers and visitors for bringing duffels, and organization of donations that are stored in the office
• Organizational Record-Keeping: articles of incorporation, legal, financial records, etc.
• Identify best practices and improve internal US-based systems with an eye toward future needs and budget realities
• Ensure timely responses to all stakeholders as primary contact for the organization via phone and email correspondence
• Insurance and policy renewals, upkeeps and review of current policies (D&O Insurance, etc.)
• Assist the Managing Director as needed with operations and systems as requested

• Arrange domestic and international travel as needed for TCF staff and board members
• Order and pick-up office supplies
• Coordinate package and letter mailings
• File and organize program materials, communication, correspondence, etc. on Dropbox
• Coordinate BOD meeting logistics: meals, parking, projector, collating materials for BOD packet
• Insurance and policy renewals, upkeeps and review of current policies (D&O Insurance, etc.)
• Assist the Managing Director as needed with operations and systems as requested

DEVELOPMENT & DATABASE MANAGEMENT

• Ensure prompt and accurate donation processing including depositing checks, and processing online payments, stock gifts and wire transfers on a regular schedule
  • Produce donation deposit summary and share with relevant team members in a timely manner
  • Produce monthly donor log for the Board of Directors and Senior Leadership Team

• Enter monetary and in-kind gift details in our database
• Produce analytical reports as requested (ex: Top Donors, Recurring Donors)
• Review and approve invoices and licensing agreements from Kindful
• Track revenue from appeals, campaigns and fundraising events
• Prepare budgets v. actuals for grant reports and individual donors

HUMAN RESOURCES

• Create and maintain calendar for recruitment and personnel, etc.
• Health insurance management for US staff and payment for TZ expat staff

• Work with the Managing Director and Director of Operations on job descriptions for expat staff and post job descriptions on all relevant sites
• Help US Managing Director arrange for first round interviews
• Conduct reference checks for candidates upon request
• Attend career fairs and other such events
• Manage applicant processes including keeping them up-to-date on current standing, putting them in contact with relevant parties and collecting additional information, as needed, such as references
• Onboard new employees: Send onboarding packet, collect signed contracts, passport and payment information

VOLUNTEER MANAGEMENT

• Communicate with volunteers and Tanzania-based Volunteer Coordinator regarding RVCV volunteer fees & duffels
• Respond to inquiries and questions as necessary

• Recruitment, orientation and supervision of US-based volunteers

FINANCIAL MANAGEMENT

• Prepare and review Financial slide deck for BOD meetings and calls in coordination with Treasurer and Investment Committee Chair

• Assist Managing Director in coordinating Investment Committee calls and distribute Investment Committee Call minutes
• Oversee US-based financial tracking, reporting, audit and tax prep
  • Conduct monthly donation and expense reconciliations (Bookkeeper P&L)
  • Coordinate vendor payments

• Maintain Financial and Fundraising/Development Dashboard
• Manage annual audit process and tax preparations
• Assist in periodic review of budget vs. actuals (May, October and December) to ensure adherence to spending targets and reduce costs whenever possible

CANADA

• Take the lead in managing TCF Canada Operations including:
  • Working with our bookkeeper and auditor to complete all necessary filings
  • Managing Insurance contracts and payment
  • Lead donation processing and gift acknowledgement for all donors in Canada
  • Oversee Canadian donation processing and compliance

REQUIREMENTS:

• Bachelor’s degree
• Located in the Massachusetts area. While TCF has a flexible work environment, this position must be present at TCF’s Cambridge office a minimum of 3 days per week.
• 2-3 years of experience working in non-profit operations, finance, or another related field
• Flexibility and ability to handle multiple tasks concurrently and in a time sensitive manner
• Attention to detail in fiscal and written deliverables
• Ability to work autonomously and proactively

BENEFITS

• Competitive salary and health care coverage (choice of two plans)
• 15 vacation days, 3 personal days, and up to 10 days sick leave per year, plus paid holidays
• Annual work visit to the Rift Valley Children’s Village in Karatu, Tanzania

Please apply by following this link!