Head of Operations

Job Description

Job Description

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