Head of Operations

Benefits:

Competitive salary

Opportunity for advancement

Paid time off

Parental leave

Training & development

Position Summary

Key Responsibilities: Operational Leadership and Management

Lead the day-to-day operational management of the Muslim Hands USA office, ensuring effective coordination, communication, and delivery across departments.

Support organizational growth by identifying operational priorities and implementing practical systems and workflows that strengthen efficiency, accountability, and long-term sustainability.

Work closely with department leads across fundraising, programs, finance, administration, and support functions to improve alignment and ensure effective delivery of organizational objectives.

Identify operational gaps, risks, and areas for improvement, and develop practical solutions to strengthen organizational performance.

Develop, implement, monitor, and improve internal policies, procedures, systems, and standard operating processes.

Ensure that departmental plans, priorities, and reporting processes are aligned with the wider organizational strategy.

Support senior leadership in monitoring performance against agreed plans, budgets, objectives, and key performance indicators.

Promote a culture of professionalism, accountability, collaboration, continuous improvement, and shared commitment to the mission of Muslim Hands USA.

Exercise delegated operational and financial authority responsibly and in accordance with organizational policies, procedures, and approval frameworks.

Support senior leadership in operational decision-making through analysis, reporting, risk identification, and implementation support.

Key Responsibilities: Governance, Compliance and Risk Management

Support the CEO, senior leadership, and Board of Directors in maintaining strong governance, accountability, and organizational compliance.

Ensure that governance documentation is accurate, well maintained, and available when required, including board meeting records, minutes, action logs, policies, registers, and supporting documents.

Coordinate board and committee administration as required, including preparing papers, tracking decisions, following up on action points, and ensuring timely reporting.

Support compliance with organizational by-laws, internal policies, state and federal requirements, nonprofit regulations, and sector best practice.

Lead the development, review, implementation, and communication of organizational policies and procedures.

Oversee partner and collaboration due diligence processes, including new partner checks, renewals, documentation, risk assessment, and escalation of concerns.

Act as the lead for state fundraising registration and license renewals, liaising with external advisors, regulators, and relevant agencies as required.

Maintain and improve organizational risk management systems, ensuring that operational, financial, governance, compliance, reputational, and strategic risks are identified, monitored, and mitigated.

Respond to governance, compliance, audit, regulator, and oversight queries in a timely and professional manner.

Key Responsibilities: Human Resources and People Operations

Oversee core HR administration and ensure that employee records, HR systems, and personnel files are accurate, confidential, and up to date.

Support the full recruitment cycle, including drafting job descriptions, advertising vacancies, coordinating interviews, onboarding new staff, issuing relevant documentation, and supporting induction.

Work with department leads to ensure staff understand their roles, responsibilities, performance objectives, and organizational expectations.

Coordinate employee reviews, probation processes, attendance records, leave management, training records, and staff development documentation.

Support managers with HR-related matters including performance concerns, disciplinary processes, contract changes, staff exits, and policy compliance.

Liaise with external HR support providers, including ADP or other relevant services, to ensure compliance with employer obligations, payroll-related requirements, and applicable employment standards.

Support the development, review, and implementation of HR policies, staff handbook updates, safeguarding standards, health and safety expectations, and workplace procedures.

Promote a positive working culture based on fairness, professionalism, respect, accountability, and Muslim Hands USA’s values.

Key Responsibilities: Financial Oversight and Internal Controls

Work closely with the finance team to support strong financial management, budget monitoring, reporting, internal controls, and compliance.

Ensure that operational planning is aligned with available budgets, financial priorities, organizational growth, and funding requirements.

Support the preparation, monitoring, and review of departmental and organizational budgets.

Assist with financial reporting to senior leadership and the Board of Directors, ensuring figures and updates are accurate, timely, and clearly presented.

Support audit preparation by coordinating documentation, responding to information requests, assisting with submissions, and ensuring timely follow-up on audit findings.

Help maintain effective financial policies, approval processes, reconciliation procedures, expense controls, and risk mitigation measures.

Promote a culture of financial transparency, accountability, and compliance across the organization.

Support the safeguarding of charitable funds and ensure appropriate adherence to fund accounting principles, donor restrictions, and financial procedures.

Oversee office credit card use, expenses, approvals, and payments within delegated authority.

Support payroll and other finance-related administrative processes where required.

Key Responsibilities: Grants, Funding and Reporting Compliance

Develop and maintain systems to monitor grant performance, reporting deadlines, expenditure tracking, and compliance obligations.

Oversee the operational administration of grant funding processes, including applications, approvals, documentation, reporting deadlines, and compliance requirements.

Coordinate and oversee state fundraising registrations, renewals, and related compliance requirements in liaison with external advisors and relevant agencies.

Ensure that grant-related activities are coordinated with relevant departments, including programs, finance, fundraising, and senior leadership.

Monitor adherence to funding terms and conditions, donor requirements, reporting obligations, and internal approval procedures.

Support the development of systems to track grant performance, reporting requirements, expenditure, and compliance risks.

Escalate any concerns relating to grant compliance, reporting delays, financial risk, or donor requirements.

Key Responsibilities: Office and Administrative Management

Oversee office-level operations and ensure that the working environment is professional, organized, safe, and well managed.

Ensure effective facilities management, office supplies, equipment, utilities, mail handling, records management, and general administrative support.

Coordinate regular staff meetings, office updates, internal communications, and follow-up actions.

Monitor attendance, timekeeping, leave records, and office-based working requirements.

Ensure internal systems, filing structures, shared drives, and administrative processes are organized, secure, and consistently maintained.

Proactively resolve office management issues and escalate matters where required.

Key Responsibilities: Stakeholder Engagement and Organizational Support

Act as a central point of coordination across departments to strengthen communication, alignment, collaboration, and organizational effectiveness.

Support fundraising events, donor activities, campaigns, local initiatives, and organizational projects as required.

Manage or support the resolution of donor complaints and escalated queries where appropriate.

Represent Muslim Hands USA professionally and uphold the organization’s values, ethics, and reputation in all areas of work.

Act as a unifying presence across the organization, helping to strengthen communication, teamwork, and shared accountability.

Undertake any other reasonable duties as required by the CEO, senior leadership, or delegated authority.

Qualification and Experience: Essential Criteria

A bachelor’s degree in business administration, nonprofit management, operations, finance, human resources, public administration, or a related field.

At least 3 years’ experience in operations, organisational management, administration, nonprofit management, or a similar leadership role.

Experience managing or coordinating multiple operational functions such as governance, compliance, HR, finance, administration, office management, or reporting.

Strong understanding of nonprofit operations, governance, compliance, internal controls, and organizational accountability.

Experience supporting senior leadership and/or a Board of Directors, including preparing documents, tracking actions, maintaining records, and supporting decision-making.

Strong knowledge of HR administration and employee lifecycle processes, including recruitment, onboarding, employee records, reviews, attendance, and policy compliance.

Experience supporting budget monitoring, financial controls, audit preparation, expense management, and reporting processes.

Strong ability to develop, improve, and implement systems, processes, policies, and workflows.

Excellent written and verbal communication skills, with the ability to communicate clearly and professionally with staff, senior leaders, board members, external advisors, and stakeholders.

Strong organizational and project management skills, with the ability to manage competing priorities and meet deadlines.

Excellent problem-solving skills and the ability to use initiative, judgment, and discretion.

Ability to handle confidential and sensitive matters with professionalism and integrity.

High level of IT literacy, including Microsoft Office, Google Workspace, HR systems, finance systems, databases, and digital filing platforms.

Commitment to the mission, values, and faith-based ethos of Muslim Hands USA.

Must be eligible to work in the United States.

Qualification and Experience: Desirable Criteria

A master’s degree in nonprofit management, business administration, public administration, human resources, finance, or a related field.

Experience working in a nonprofit organization, NGO, humanitarian, or faith-based organization.

Familiarity with U.S. nonprofit regulatory requirements, state fundraising registrations, charitable compliance, donor restrictions, and audit processes.

Experience using ADP or similar HR/payroll systems.

Experience supporting grant management, donor reporting, fundraising operations, or program compliance.

Experience working with auditors, regulators, external consultants, legal advisors, or compliance bodies.

Ability to travel domestically and internationally when required.

Key Competencies

Operational leadership

Financial oversight and accountability

Risk management

Strong communication and relationship building

Confidentiality and professional judgment

Commitment to values-led nonprofit work

Governance and compliance awareness

HR and people operations support

Policy development and implementation

Problem solving and decision-making

Team coordination and cross-departmental collaboration