Operations Assistant

Operations Assistant

We're looking for a freelance Operations Assistant to join our small, ambitious and friendly Green Web Foundation team on a part-time basis. We work together on one clear mission: to transition to a fossil-free internet by 2030.

This role is fundamental to the organisation's smooth running and will primarily focus on supporting our financial and admin operations, with a secondary focus on supporting other project delivery as time and experience allows.

We are a remote friendly organisation, and are happy for you to work from anywhere to a weekly routine of your choice, as long as you can join us for between 2 and 3 calls a week based in the CET timezone. We have office space in Berlin, Germany if you happen to be there.

We're looking for this role to cover two days a week for an initial 12 month contract. This is approx 63 hours per month on average. We're looking to pay between €25 and €35 an hour, depending on experience.

This role is suited to someone with a very organised and diligent mindset. We are open to bringing in someone towards the start of their career or a more experienced person looking to transition their experience to a new field (in this case digital sustainability) – full training is provided. However it is an essential requirement that you are a confident Dutch speaker as you will supporting us as a Dutch Stichting (non-profit organisation). There is scope for this role to grow over time in terms of pay, hours and responsibilities.

Key Responsibilities of the Role

Financial and administrative support, duties include:

• Tracking financials
  • Keep electronic systems up to date with forecast and actual payment information using tools such as Moneybird, Trello, spreadsheets and old fashioned conversation.
  • Monitor ongoing administrative costs like tool subscriptions, licenses and overheads and assist with updating budgets.
  • Collate financial data to produce budget reports and highlight areas where forecasts and actuals are not aligned.
• Invoicing and contracts
  • Ensure we raise, send and track outgoing invoices in a timely and accurate manner.
  • Monitor email inbox for incoming invoices, ensure they contain all the information we require and are recorded quickly and accurately.
  • Assist with producing, tracking and chasing contract/agreement paperwork with various collaborators in our network.
• Team contact point
  • Ensure team documentation is kept up to date as our finance processes evolve.
  • Answer questions from team members and outside collaborators about how our financial processes work so they can do business quickly and easily with us.
  • Use initiative to support team with any emerging duties and questions relating to finance and work to find sensible, efficient solutions.
• Provide insight
  • Support strategic financial management reviews by providing data and suggestions for how things can be run more smoothly.

Occasional project delivery or business support, duties may include:

• Research and support on event logistics.
• Configuring and managing back office tooling systems.
• Updating content on our WordPress website.
• Providing efficient admin support on other team project work.

Candidate Must Haves

• Excellent written and verbal communication skills in both Dutch and English:
  • Dutch – we are a Stichting registered in the Netherlands. This role is crucial to ensuring we are compliant with Dutch regulations and reporting requirements, and can operate effectively in the Netherlands;
  • English – our team communicates with each other and the outside world in English.
• Confidence in managing and understanding financial data, specifically able to match payments to specific budgets or activities.
• Excellent working knowledge of spreadsheets such as Google Sheets and Excel.
• Strong drive to organise and co-ordinate, attention to detail, self-motivation and time management skills.
• Confidence to ask questions and suggest improvements to more senior members of staff.
• Comfortable in a remote working environment, and able to provide own IT equipment.
• Registered as a contractor in the country you are liable to pay your taxes in.
• Willing to accept payment in euros.
• Experience of, or interest in, working with non-profits or charities.

Candidate Nice To Haves

• Familiarity of working with digital accounting systems such as Moneybird or Xero.
• Familiarity with, or interest in, working with an internationally and culturally diverse team.
• Awareness and interest in digital sustainability, sustainability, digital or human rights.
• Familiarity with the Dutch Stichting (non-profit) status.
• Interest in developing other skills around project management, customer support, or digital marketing.
• Degree or similar higher-level education qualification.

A Note About Diverse Teams

We value having diverse teams at Green Web Foundation. You definitely do not need to be based in Europe to join our team, but as you'll have seen we are looking for a Dutch speaker.

If you are part of a community that is traditionally marginalised in the technology sector, you are especially encouraged to apply. Your perspective and experiences are welcomed to help us expand our outlook and catch blind spots we might not see otherwise as a team.

What the Hiring Process Looks Like

We're only accepting applications directly from individuals. Our policy is that we won't be progressing any applications that come to us via recruitment agents, agencies or outsourcing specialists.

We've outlined the dates we'd like to work with. If you are not available for these dates but feel you are a good fit for this role, please let us know. We'll do our best to accommodate you, while being fair to the other candidates.

1. You send us your application by Thursday 16th October or before. Please use the form below. We may close sooner if a suitable applicant comes along before then. Our advice: if this role feels like a good fit for you, don't wait to apply!

2. We screen applications on Monday each week. We don't want people hanging around waiting for answers, so you'll hear back from us on a Tuesday if you submitted your application by midday CET on a Monday. Our Director of Operations, Hannah, will screen initial applications. She'll let you know if we choose to proceed your application to the next stage or not. We can't promise detailed feedback about your specific application at this point.

3. Short intro call. We arrange a brief, informal 15 minute video call between you and Hannah (Director of Operations, who you would report to). We'll run through a few basic questions to check language skills. We may choose not to progress candidates after this call. Successful candidates will move to the next stage.

4. Interview call . We arrange a 45 minute video call between you, Hannah and Lima (who is currently performing this role) between 20 and 30 October. This provides a chance to talk about your previous work and experience, discuss what a mutually beneficial working arrangement would be and clarify any questions you might have. We'll give you a choice of day and time, and will share the interview questions with you in advance so you can prepare your best answers.

5. We make a hiring decision. By 31st of October, we'll make a decision about proceeding, and let you know via email. If our decision is not to proceed with hiring you, we will provide some useful and specific feedback to help you with future applications.

6. Start work and onboarding. Our ideal start date is 10 Nov, but we are willing to be flexible if this doesn't work for you.

Good luck!

How to Apply

Thank you for your interest in this role, but the application phase is now closed.