About this position
Hot or Cool was founded in 2020, and has grown fast as in size and international influence. This position will lead in developing operational procedures and streamlining processes to ensure impactful delivery. The right candidate would be comfortable managing an organisation and related processes, working together with the whole team to ensure a healthy and efficient working environment, leading program and project managers to deliver on projects addressing progressive topics, and engaging with partners.
Depending on qualification, this position can be extended to managing director or deputy managing director. As a progressive organisation, we are open to building this position around ideas, competences and resources of an excellent candidate that can contribute to developing the organisation to realise its mission.
Key functions
Operations management
- Responsible for development and compliance with organisational policies, systems and procedures; ensure smooth workflow and improving the ability of the organisation to respond to short- and long-term goals
- Support managing director and coordinate with senior staff in creating and executing organisational goals and strategic plans
- Leads project managers and heads of programs to ensure effective management and delivery of project goals in an impact-driven approach
- Regular monitoring and evaluation of projects and overall performance of the institution towards stated objectives, and ensuring improvements where necessary
- Ensure that operations and the organisation conform with laws and established regulations
- Responsible for overall office management, contract administration, and the coordination of procurement (material and resource allocation)
- Ensure an institutional and workplace culture that promotes equity, inclusion, and diversity, and which effectively attracts, supports, develops and retains capacity of staff
Finance management
- Manage overall organisational budgeting, budget narratives for project/program proposals, and budget modifications and extensions
- Overseeing the accounting processes, including the regular books and payroll, ensuring expenditures are consistently aligned with project/program budgets
- Producing financial reports, including, but not limited to, balance sheets, regular reports (annual, monthly, quarterly), income statements, forecasting
- Drive improvements of financial processes through systems, tools, automation, and standardisation
- Prepare presentations and provide recommendations to senior management (and board members)
- Coordinate reviews of funder agreements and their submission, and oversee financial audits
Organisational Development
(mostly for Director or Deputy Managing Director level applicants)
With the right candidate this role can be promoted to managing director or deputy director and include tasks such as organisational representation and strategic development.
- Deputise for the managing director for overall management of the organisation
- Represent the organisation externally towards partners, in international fora, and high-impact processes
- Develop strategies and support activities towards resource mobilisation, building strategic in-house systems and infrastructure, and lead capacity development of staff
Job requirements
- A minimum 5 years proven experience working in a senior role related to operations and finances, or senior management
- Experience with accounting, financial management, and project budgeting
- Familiarity with regulations and guiding principles relating organisational management, legal and financial compliance in German and, more generally, at international levels
- Familiarity with government and non-profit grant planning and management
- Comfortable working in an international setting
Demonstrated Skills and Competences
- Interest in progressive topics and in driving a fair sustainability transition
- Excellent leadership, communication and people skills
- Excellent organisational abilities, including the ability to identify the most efficient ways of running an organisation
- Knowledge of general accounting procedures, including budgeting, forecasting and cash flow management
- Highly responsible, with ability to work autonomously and take independent decisions in keeping with the best interests and overall objectives of the organisation
- Comprehensive knowledge of various company processes, good personnel practice and operational policies
- Ability to communicate fluently in English, working knowledge of German in desirable
Employment Conditions
At Hot or Cool, we strive to be the workplace of the future, to offer a sustainable and regenerative work environment. Applicants can indicate the type of flexibility in working arrangements needed to optimise their productivity and wellbeing.
There is a three-month probation period.
Applicants must be based in or willing to move to Berlin.
Salary ranges from EUR 60,000 – 80,000 gross per year (depending on suitability as: Head of Operations and Finance, Director of Operations and Finance, or (Deputy) Managing Director)
Desired start date: as soon as possible.
