Operations Coordinator for International Nonprofit

Location: TMT head office in Oslo, Norway preferred, but possibility for remote work for exceptional candidates. Work permit support for relocation to Oslo may also be supported.

Responsible to: Head of Finance and Administration 

Working Hours: Full time

Contract: Full time

Background: TMT programme activities are developed and implemented in close cooperation with our partner countries. Programmes are managed by a senior member of TMT staff, with associated workplans and budgets supporting the implementation of activities. Funding is provided by a range of funders that have variable reporting requirements. Along with programmes, internal and external engagements, implementation of organisational policies, and Board reporting, are key processes.

The role: We are recruiting an experienced Operations Coordinator to support the development and implementation of TMT’s programmes. The Operations Coordinator will be a key position in the organisation, with a priority on ensuring that our international organisation functions smoothly and effectively. The Operations Coordinator will manage operational issues associated with programme, policy and process implementation, monitoring, and evaluation (M&E); internal and external engagements; offices; and annual and Board reporting. The role will also play a key supporting role in programme budget planning and allocations, personnel resourcing, and the management and reporting on grants.

The Operations Coordinator will report to the Head of Finance and Administration but also work closely with the broader Senior Management Team and entire organisation, as well as external partners such as implementation partners and funders. 

Main Responsibilities and Activities:

• Lead development and refinement, and oversee implementation, of organisational routines and processes.
• Coordinate programme monitoring and evaluation and lead the development of internal and external annual reporting.
• Coordinate and support grant management, including development of grant enquiries, concept notes, and applications; schedule and monitor grant workplans, deliverables, milestones, and deadlines; development of cooperation agreements; coordinate with subgrantees for delivery of activities and reporting.
• Support personnel allocations to programmes and work areas.
• Support programme budgeting processes. 
• Manage recruiting and onboarding process for new hires, including drafting/posting job specs, fielding inquiries, scheduling interviews, and onboarding process.
• Plan and Coordinate TMT team meetings, and act as primary lead on consolidating meeting records.
• Contribute to the planning of meetings and events, including travel arrangements and logistics.
• Support the management needs of TMT offices, equipment, organisational platforms, and subscriptions.
• Represent TMT at external meetings as appropriate, particularly in Norway.
• Provide broader support to TMT’s operations as needed to ensure the smooth functioning and success of the organisation.

Key Requirements:

• Minimum 3 years demonstrated track record of organisational and operational coordination in the not-for-profit and/or international development sector.
• Experience with organisational and project cycle management processes and tools.
• Strong organisational skills. Ability to work independently. Self-motivated. Problem-solver.
• Excellent interpersonal skills. Must have the ability to engage with people from a range of cultures and positions.
• Technical ability to work in the English languages.
• Ability to conduct occasional travel, around 5-10%.

Desirable:

• Ability to work in the Norwegian language
• Ability to work in other relevant languages (French, Spanish etc.).
• Experience of working in Africa and/or supporting programmes of work in Africa.
• Please note that we do not require the candidate to have specific marine or fisheries knowledge or experience, however related domain experience would be useful.

We are looking for someone who can:

• Work independently, is dedicated, and understands the challenges of working in a small, international organisation with staff in different locations and from different cultures.
• Derive strong motivation from working for a good cause.
• Add experience and value to TMT’s team.

We can offer:

• A job where you will be part of a small but highly effective not-for-profit organisation with a dedicated and professional team, working with crucial partners in regions with the highest levels of illegal fishing globally.
• A competitive and fair compensation package including a salary that reflects an individual’s expertise and responsibilities, generous annual leave, a savings-based pension plan, and insurances tailored to the location and role of staff.

How to Apply:

Visit https://www.tm-tracking.org/job-opportunities to download the full Operations Coordinator Recruitment Briefing PDF.

Please send applications to admin@tm-tracking.org with ‘Application – Operations Coordinator’ in the subject line. Applications should include a cover letter and CV.

Applications will close on 5 April 2024.

Applications will be assessed on a rolling basis as they are received, and candidates are encouraged to apply early.

Candidates selected for interview will be contacted by 12 April 2024.