Organization Profile
NESs T is an international non-profit organization with offices in Latin America and Eastern Europe and a global leadership team based in the U.S. NESs T's major goal is to support social enterprises that provide dignified employment in emerging market countries to lift people out of poverty. We achieve our mission by investing in social enterprises that create employment for communities facing isolation, discrimination, lack of job skills, and poor education. Our investments help transform communities, so all people are self-sufficient and empowered to determine their futures. We believe that locally based social enterprises are uniquely qualified to transform low-income, excluded, and environmentally vulnerable communities. These enterprises are on the ground, have the trust of the communities, and have created businesses aligned with their best interests. Find out more about NESs T and the amazing enterprises we support here: www.nesst.org

About the Operations Associate
NESs T is looking for a smart, organized, and proactive team member to support operations for our team in Romania. The right candidate will have excellent communication and people skills and show maturity in handling business and confidential situations.

The Operations Associate is directly supervised by the Global Operations Manager(?) and works in coordination with the Country Representative.

Key Duties & Responsibilities:

Administrative/Operational

• Liaise with the accountant for payment requests and timely payment submissions.
• Manage office petty cash and request replenishment as needed.
• Support in the Vendors / Consultant search process, following the Purchasing Policy at NESs T. Manage vendors, including travel agencies, tenants, legal advisors, office and storage unit rentals, IT support, taxis, and couriers.

Manage all NESs T-owned equipment: Help the IT team with the process of collecting and reviewing bids to order new equipment as requested. Also maintain asset management list, updating as needed.

• Coordinate with IT support whenever any IT equipment requires corrective maintenance. Install (or otherwise manage installation) office software on laptops for new staff.
• Enter information on NESs T contacts, events, and notes into the Salesforce database,
• Support the global operations team with our internal systems (Salesforce, Share Point, and Bamboo, among others)
• Provide and help with translations.
• Occasionally, documents (in person) to deliver to government agencies, funders, etc.

Human Resources

• Assist with staff recruitments including posting job openings, phone screening candidates, scheduling interviews, and maintaining and updating information in our HR system.
• Assist with onboarding new and offboarding departing staff, helping ensure that new staff has a positive and well-organized onboarding process. In addition, assist with new staff orientation and technology training.
• Act as liaison to private employee health and life insurance companies, enrolling new staff and maintaining contracts.
• Execute employment contracts for new staff, and track contracts for renewals as needed.
• Keep HR files up to date.
• Assist staff with immigration questions or compliance, if needed.
• Organize Romania team meetings and plan for team-building events.
• Keep Romania information in the global HR manual up to date.

Events, Meetings, and Travel

• Coordinate global/regional/local travel arrangements and events, i.e., meetings, workshops, retreats, conferences– coordinate payments and invitations.
• Coordinate and participate in local/national workshops and conferences as needed.
• Assist staff with travel arrangements as needed. Prepare the per diem forms and expense reports for the local staff when traveling.

Legal

• Liaise with local/national authorities as needed.
• Point of contact with the legal pro-bono firms and find new firms for pro-bono support.
• Provide support in maintaining and administrating documentation as needed.
• Assist with the contracting process for external consultants, including gathering bids and preparing and reviewing contracts with external consultants (Romanian and English).

Financial Reporting:

• Provides accurate and timely financial support in the areas of local financial reporting, payments and coordination.
• Acts as a primary contact during the financial audit of the Romania entities and offers support as required,
• Coordinates payments with local and regional partners and vendors and with the team (reimbursements, grants and others).
• Provides accurate and timely financial support in the areas of global financial reporting with the focus on monthly reporting.
• Assist program staff with preparing periodic reports to donors, integrating reports from Finance Team or other elements as needed.

Requirements:

• A bachelor's degree and a minimum of 3 years of experience in office administration or operations, performing duties relevant to this position.
• Excellent written and verbal communication skills.
• Native Romanian and excellent English are required (C1).
• Proven ability to assemble various internal outputs (charts, data, photos, financial info) into a final, carefully formatted report.
• Ability to effectively work under pressure, manage multiple tasks simultaneously and produce high-quality work within tight time constraints.
• Proven ability to be flexible, resourceful, and innovative in a small, dynamic, non-profit environment.
• Familiarity with Romanian employment laws and requirements for enacting employment contracts.
• Computer skills: Experience and proficiency with Microsoft Office (Word, Excel, Power Point) and Google Apps are required.
• Salesforce experience preferred.
• Experience using an HR information system (such as Bamboo HR) is preferred.
• Ability and willingness to learn new software are essential.
• Must have the mobility to perform occasional errands outside the office, deliver documents or equipment, get documents notarized, make purchases, etc.
• Experience working in a non-profit organization or international organization preferred.

Compensation: Will be commensurate with the work experience and skill provided.
Location: Bucharest- Romania. Working from home

Schedule: 9 a.m. – 5 p.m. Because NESs T is an international organization, online meetings, training, and conferences sometimes occur outside these hours.

Start Date: October 31, 2024

Please click on the green "Apply for this job" button to apply. We ask for the following:

• A thoughtful cover letter explaining why you're the right fit for this role
• Your available start date.
• Your resume
• Salary expectations (Gross monthly amount in RON)

Note: All application documents must be written in English.

NESs T is proud to be an equal-opportunity employer committed to identifying and developing the skills and leadership of people from diverse backgrounds.
In our constant quest to strengthen and diversify our team, we want to inform you that this position is affirmative for women, indigenous people, people of colour, or the LGBTQIA+ community. If you identify with any, we encourage you to apply.