Operations Coordinator

Responsibilities:  

Compliance, Governance and Institutional Records:

• Maintain an up-to-date compliance calendar covering statutory filings, NGO status requirements, regulatory renewals, donor reporting deadlines, board obligations, and internal governance timelines
• Track all compliance deadlines and provide advance reminders to leadership and relevant service providers
• Coordinate with legal, finance, HR, and administrative service providers to ensure required filings, renewals, and submissions are completed on time
• Maintain complete digital records of registration documents, governance documents, policies, contracts, licences, filings, tax documents, and compliance correspondence
• Support the organisation's preparation for audits, donor due diligence exercises, partner reviews, and internal compliance checks
• Escalate compliance risks, missing documentation, delayed filings, or service provider failures promptly
• Ensure organisational documentation is stored in a structured, accessible, and secure filing system

HR Coordination:

• Coordinate with HR service providers to ensure onboarding, offboarding, contract preparation, personnel documentation, and HR records are completed accurately
• Maintain updated personnel files for employees, contractors, interns, and volunteers
• Track contract start dates, end dates, renewal dates, probation periods, appraisal periods, and required HR documentation
• Ensure offer letters, contracts, NDAs, role descriptions, appraisal forms, and personnel records are properly filed
• Support monthly appraisal coordination by tracking submission deadlines, required evidence, and completion of performance documentation
• Coordinate onboarding logistics including access to email, shared drives, internal platforms, policies, reporting templates, and team communication channels

Finance Coordination:

• Coordinate with finance service providers to ensure payroll, stipends, contractor payments, reimbursements, and vendor payments are processed accurately and on time 
• Maintain organised records of invoices, receipts, payment approvals, budgets, financial reports, and expenditure documentation 
• Track outstanding payments, pending approvals, and missing documentation 
• Support the preparation and filing of monthly financial documentation for review by leadership and finance providers 
• Escalate payment delays, budget inconsistencies, missing invoices, or documentation gaps promptly 

Service Provider and Vendor Management:

• Maintain a service provider register covering HR, finance, legal, technology, design, communications, and any other outsourced support 
• Track service provider responsibilities, deliverables, deadlines, contract terms, and renewal dates 
• Follow up on outstanding deliverables and escalate non-performance to leadership 
• Maintain organised records of vendor agreements, scopes of work, invoices, deliverables, and correspondence 

Administrative Operations:

• Maintain centralised operational trackers for tasks, deadlines, service provider commitments, compliance obligations, payments, contracts, reports, and administrative deliverables 
• Ensure organisational templates, forms, policies, checklists, and standard documents are current and accessible 
• Support the development and maintenance of standard operating procedures for key organisational processes 
• Maintain digital folders and documentation structures across Kintsugi Africa, Isodokan Foundation, Grace School, Hope Centre, and Konji Health 
• Identify recurring operational bottlenecks and recommend practical improvements 

Meeting and Scheduling Coordination: 

• Schedule internal and external meetings across Kintsugi Africa and its affiliated initiatives 
• Prepare agendas, confirm attendance, circulate materials, and ensure participants are well-prepared before meetings 
• Take or coordinate meeting notes, decisions, and action items and share follow-up notes within agreed timelines 
• Maintain action trackers and follow up until assigned actions are completed 

Programme Operations Support:

• Provide operational support to programme teams across Isodokan Foundation, Grace School, Hope Centre, and Konji Health 
• Support logistics for events, volunteer activities, partner engagements, donor meetings, and internal reviews 
• Help programme teams maintain required documentation, reports, schedules, and activity evidence 

Reporting and Organisational Visibility:

• Produce weekly operational updates covering completed tasks, pending items, blockers, deadlines, and required leadership decisions 
• Produce monthly operations reports covering compliance, finance coordination, HR coordination, vendor performance, documentation status, and administrative risks 
• Maintain visibility over organisational deadlines across all initiatives and flag repeated delays or non-compliance 

Requirements:

• A minimum of 2 years of experience
• A minimum of a degree in a related field