Operations Manager - Continental Europe

• Serves as the central operational coordination point for the Continental Europe Office, aligning Finance, People and Culture (P&C), Office Management, IT, Compliance and Safety & Security.
• Maintain effective working relationships with external service providers, including payroll, tax advisers, auditors, insurers, banks, office management, employment counsel, and IT vendors.
• Work closely with the Interim Global Director P&C, Director of Finance – SCO, Managing Director, P&C & Operations Officer and Finance Officer (UK/Continental Europe) colleagues to support day‑to‑day operations and ensure decision‑makers have timely, accurate information.
• Support finance business partnering by helping translate financial information into clear operational insights for managers.

Key Responsibilities

• Coordinate day‑to‑day financial operations, including transaction reviews, journal checks, payroll reconciliation, and supplier payments within delegated authority.
• Lead on monthly closure activities, balance sheet reconciliations, intercompany transactions, and provision of information for audits and statutory submissions.
• Contribute to budgeting, forecasting, and management reporting, including preparation of draft management accounts and draft Board reporting packs.
• Manage payroll in liaison with the People, Capability, Culture and Operations Officer, including all monthly and year-end submissions.
• Liaise with global finance colleagues to ensure timely and accurate financial information is provided for group reporting, donor reporting, and global audits.
• Lead compliance with German financial and tax regulations, responding to queries from auditors and advisers as required.

• Support Continental Europe people operations administration: onboarding, contract management, probation, leave recording, payroll coordination, performance management, employee file completeness, HR systems hygiene and offboarding.
• Coordinate with P&C on recruitment administration for Germany-based hires (scheduling, documentation, local checks coordination where applicable).
• Maintain P&C operational trackers (e.g. statutory training, key dates, compliance actions).
• Support P&C projects, policy reviews, staff handbook, keeping up to date on German and Continental European law, staff development activities, including training events and awaydays.
• Maintain and monitor P&C compliance, escalating actions and approvals as required.
• Prepare P&C operation reports for Interim Global Director P&C and the Supervisory Board meetings.

• Leads on effective day-to-day office management, including facilities, health & safety, safeguarding coordination, and general administration (office resources, IT equipment, mobile phones, post, copying invoices, liaising with external providers and contractors, planning travel and accommodations).
• Work with senior management to proactively improve existing systems and processes, if necessary, to assist in creating an efficient and effective working environment and team.
• Maintain contracts and vendor performance management, including renewals, procurement processes where applicable, and documentation.
• Arrange logistics for staff events, e.g. exceptional to all staff meetings, annual events, including booking rooms, setting up conference call facilities, and arranging projectors and video calling.
• Maintain an up-to-date inventory of office assets and equipment, ensuring appropriate tracking and handover processes.
• Be the first point of contact for IT coordination and liaison with ICT support.
• Coordinate staff travel administration, ensuring Travel Authorisation Forms are completed, travel is logged, and visa support is provided where required.

• Working with Managing Director to prepare for the Board meetings.
• Liaise with the Global Governance Coordinator to ensure all operations papers are ready for the Board meetings.
• Maintain a risk register, delegation and sign-off tracker, and document repository structure to support audit readiness and continuity.
• Ensure all policies are up to date and, where needed, signed off by the Board.

• Be responsible for personal learning and development and participate in supervision, training, and meetings as required.
• Contributing to holistic data protection under GDPR requirements.
• Undertake any other duties appropriate to the post as may be required.

Skills Knowledge and Expertise

• Existing and ongoing right to live and work in Germany, without organizational sponsorship and with the ability to provide original documentation as proof. Able to work in the Berlin office. A
• Degree in finance, business administration, human resource management or a related field. A
• Minimum five years’ experience in finance, human resources operations and office management. A
• Practical experience of working in Germany in a similar role. A
• Experience in financial planning, budgeting, and monthly management reporting. A
• Good understanding of legislation relating to employment, working time, data protection and health and safety and financial regulations. A
• Ability to review and update financial, employment, health and safety and data protection policies. A
• Proficient in using Microsoft Word, Excel and Outlook, financial accounting system e.g. Sage, Intacct.
• Fluency in native German and business English (both written and spoken).
• Able to work independently and within a team.
• Strong organisational, prioritisation and cross-functional collaboration skills, with exceptional attention to detail and the ability to maintain accuracy and build effective working relationships under pressure.
• Strong judgment, confidentiality, and ability to manage sensitive, confidential information appropriately.
• Ability to represent the organization in a professional manner.
• Flexible, with the ability to adapt to a varying workload and meet deadlines.

• Knowledge of the restricted funding landscape.
• Experience of working on an HR system.
• Experience of working for a charitable organisation.

Benefits