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