Operations Manager

ILGA World seeks an Operations Manager to supervise and develop the Operations team of the office.

The Operations Team delivers a range of support services as described in the 2019-2023 Strategic Plan. Currently the work is implemented by two staff members who directly report to the Director of Finance and Support Services. We seek to better structure this area of work and create a dedicated team that can sustainably support the growth in programme activities and build sustainable and agile administrative structures. The Operations Team will consist of the Operations Manager, two officers and one junior consultant. The Operations Team closely collaborates internally with all staff members, the Board of Directors and externally with various LGBTI communities and member organizations.

The role of the Operations Manager is to conceptualise, lead and oversee the operational support of the organisation and office, to supervise operations staff and to strategically develop ILGA World’s operations infrastructure in collaboration with various internal and external stakeholders. The role requires to work closely with the organisation’s Senior management team, members of the Board, programmatic staff as well as communities we serve across the globe.

The Operations Manager reports to the Director of Finance and Support Services. The selected candidate will ideally start working on 2 May 2023.

Responsibilities

The Operations Manager leads and develops all operations work of ILGA World.
This includes, but is not limited to

• Supervise the Logistics, IT, admin and membership staff, junior consultants, and consultants delivering various operational projects and activities
• Operationalize the ILGA World Strategic Plan as it relates to events, logistics, membership, information systems and support to governance structures
• Facilitate work of ILGA World’s governance bodies with data storage and management, policies filing and follow-ups, meetings coordination, scheduling and minutes taking.
• Establish, grow, and formalise ILGA World’s operational and IT infrastructure
• Oversee the logistics and operational side of organising the ILGA World conference (and other large-scale events) in close cooperation with Events and Logistic staff and Senior Management Team ( SMT)
• Conceptualise and plan the training and event components of all project grants as required, in collaboration with the project managers
• Develop the Operations Team and manage its growth
• Develop internal procedures for the Operations Team, in close consultation with the Director of Finance and Support Services
• Conduct a review of, and update, ILGA World’s operational procedures to ensure they are agile, efficient, effective and meet the needs of the office
• Establish and nurture key relationships with internal stakeholders, especially ILGA World’s regions, Programs staff and Board of directors
• Foster cooperation with external partners and Member organisations
• Attend conferences, seminars, and meetings on behalf of ILGA World

Relationships with colleagues

ILGA World values creative and inclusive approaches to work and management that have been achieved through cross-service area working and the participation of staff at all levels in the organisation. Staff have line management arrangements and specific key relationships which are detailed in their job descriptions, but will also need to work collaboratively with their colleagues in order to achieve their agreed targets and outcomes to the required standards.

General

• Actively contribute to promoting and achieving the organisation’s objectives
• Ensure that all activities are carried out with full regard to policies on diversity and equal opportunities
• Ensure compliance with such laws and regulations as may be applicable to the operations of the Service Area
• Undertake all duties in compliance with health and safety regulations and legislation
• Undertake other duties that may be reasonably required from time to time.

Performance of duties, remuneration, and benefits

• ILGA World is currently introducing a flexible workplace regime – under the new rules, this position can be implemented remotely. We do not offer relocation to our headquarters in Geneva, Switzerland
• The position is advertised as a full-time position
• ILGA World remunerates under a three-tiered salary matrix structure. The annual salary being offered for the post ranges between CHF 73,800 and CHF 93,600 for a full-time position, depending on the location
• In addition, ILGA World offers 25 days annual leave and contributions to health care costs
• ILGA World operates under a flexible working system, that among others includes flexible working hours
• The standard weekly working time is 37.5 hours on a 100% position.

Requirements

The successful candidate should be strongly committed to working for human rights and equality, and have competencies and demonstrated experience in the following areas:

Experience

• 5-7 years of relevant working experience within international NGOs – in particular membership-based organizations
• Understanding and experience working in trauma-informed workplaces and event spaces

Technical requirements

• Ability to plan and manage logistics of complex, intersectional, strategic and global events and trainings
• Strategic and in-depth understanding of CRM tools and their use in events and membership management
• Sensitivity, confidence, and knowledge in navigating complex convening spaces, within and outside of the LGBTI movement.
• In-depth knowledge of data management tools and strategies, hybrid and on-line events and digital security issues
• Strong knowledge of the rights and dignity of LGBTI persons
• Resilience to working in complex, challenging environments with ambiguity

Managerial requirements

• Strategist: proposing, implementing and prioritizing work in uncertain, fast-paced, stressful, and evolving environments
• Thoughtful decision-maker: solving complex problems and confidently making decisions under time pressure often with a lack of available information.
• Collaborative team leader: supporting, developing and motivating a diverse and international team in their work and including them in decision-making as appropriate. Demonstrated experience in supervising staff
• Pragmatic implementer: understanding the financial, workload and other implications of decisions taken and experience with planning, implementing and monitoring budgets

Other requirements

• Direct experience of working in Global South contexts
• Availability for international travel related to events and training organisation
• Excellent oral and written communication skills
• A team player, contributing to the work of ILGA as a whole
• Fluent English, both written and oral. Fluency in Spanish and French is also highly desirable. Other languages, especially UN languages, are an asset