Position Summary

Key Responsibilities: Operational Leadership and Management

• · Lead day-to-day office operations and coordinate delivery across departments.
• · Translate organizational priorities into clear plans, workflows, policies, and procedures.
• · Identify operational gaps and risks, implement practical improvements, and monitor agreed objectives and key performance indicators.
• · Promote professionalism, accountability, collaboration, and continuous improvement.

Key Responsibilities: Governance, Compliance and Risk Management

• · Support the CEO and Board with governance records, meeting papers, minutes, action logs, policies, and registers.
• · Coordinate board and committee administration and ensure timely follow-up and reporting.
• · Maintain compliance with bylaws, internal policies, nonprofit regulations, and state and federal requirements.
• · Oversee due diligence, fundraising registrations, license renewals, risk registers, audits, and regulator enquiries.

Key Responsibilities: Human Resource and People Operations

• · Maintain accurate, secure, and confidential employee records and HR systems.
• · Coordinate recruitment, onboarding, probation, reviews, attendance, leave, training, contract changes, and exits.
• · Support managers on employee relations, performance, disciplinary matters, and policy compliance.
• · Liaise with payroll and external HR providers and maintain current HR, safeguarding, health and safety, and workplace policies.

Key Responsibilities: Financial Oversight and Internal Controls

• · Work with the finance team on budgets, reporting, internal controls, reconciliations, expenses, payroll administration, and audit preparation.
• · Align operational plans with approved budgets and funding priorities.
• · Provide accurate and timely financial information to senior leadership and the Board.
• · Safeguard charitable funds, donor restrictions, delegated authority, and approval requirements.

Key Responsibilities: Grants, Funding and Reporting Compliance

• · Maintain systems for grant applications, approvals, expenditure, performance, deadlines, and compliance.
• · Coordinate grant activity across Programmes, finance, fundraising, and leadership.
• · Monitor donor terms and reporting obligations and promptly escalate compliance, financial, or delivery risks.

Key Responsibilities: Office and Administrative Management

• · Maintain a safe, organized, and professional workplace, including facilities, equipment, supplies, mail, and records.
• · Coordinate staff meetings, internal communications, attendance, timekeeping, and follow-up actions.
• · Maintain secure, consistent filing systems, shared drives, and administrative processes.

Key Responsibilities: Stakeholder Engagement and Organizational Support

• · Strengthen communication, alignment, and collaboration across departments.
• · Support fundraising activities, events, campaigns, and local initiatives as required to help achieve organizational goals and objectives.
• · Handle escalated donor queries appropriately and represent Muslim Hands USA professionally.
• · Undertake other reasonable duties assigned by the CEO or senior leadership.

Qualification and Experience: Essential Criteria

• · Bachelor’s degree in business administration, nonprofit management, operations, finance, human resources, public administration, or a related field.
• · At least three years’ experience in operations, administration, nonprofit management, or a comparable leadership role.
• · Experience coordinating several functions, such as governance, compliance, HR, finance, grants, office administration, or reporting.
• · Sound knowledge of nonprofit governance, internal controls, risk management, and organizational accountability.
• · Experience supporting senior leadership or a board, managing records and actions, and preparing clear reports.
• · Strong communication, organisation, project management, judgement, problem-solving, and systems-improvement skills.
• · High digital literacy and the ability to handle confidential information with integrity.
• · Commitment to the mission, values, and faith-based ethos of Muslim Hands USA.

Qualification and Experience: Desirable Criteria

• · Postgraduate qualification in a relevant field.
• · Experience in a nonprofit, NGO, humanitarian, or faith-based organisation.
• · Knowledge of U.S. nonprofit regulation, fundraising registrations, grant compliance, donor restrictions, and audits.
• · Experience with ADP or similar HR and payroll systems and with auditors, regulators, or professional advisers.
• · Ability to travel domestically and internationally when required.

Key Competencies

• · Operational leadership and sound judgement
• · Governance, compliance, risk, and financial accountability
• · People management, communication, and relationship building
• · Policy, process, and systems improvement
• · Collaboration, discretion, and commitment to values-led nonprofit work

How To Apply

Application is by CV and covering letter by email to [email protected] or by hard copy to our address.

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