Job Description

Job description
The Operations Coordinator provides essential administrative, financial, and scheduling support across RAP's international operations. This position is responsible for maintaining contract and vendor documentation, supporting finance and accounting workflows, processing data and invoices, coordinating executive calendars, and assisting with general systems administration, including IT-related tasks. Reporting to the Director, Operations, the coordinator will work closely with the Finance, Development, People, and Executive teams to ensure internal systems and processes run smoothly and efficiently. The role requires strong attention to detail, high reliability, and the ability to manage multiple operational tasks in a distributed, multicultural environment.


ESSENTIAL FUNCTIONS


Contracts & Administrative Coordination


Maintain and improve global contract databases for vendors, consultants, and partner organizations, ensuring templates, amendments, and signature processes are consistent and well-documented. Track deadlines, deliverables, and grants & contract renewal dates; flag follow-ups and support internal reviews. Assist with compliance documentation and liaise with legal or People Operations for contract-related questions.

Finance & Data Support


Process invoices, expense reports, and vendor payment requests in coordination with the Accounting Manager. Support monthly reconciliations and internal tracking of budget codes, payment schedules, and audit trails. Enter and maintain clean, accurate data across RAP's financial and operational platforms (e.g., Sage Intacct, Nexonia, Monday)

Scheduling & Executive Support


Provide scheduling and administrative support to RAP's Senior Leadership Team. Coordinate cross-time-zone meetings, recurring team check-ins, and board/committee calendar invites. Prepare agendas, take notes, and help ensure meetings are productive and well-structured.

General Operations & IT Liaison


Assist with account creation, access issues, and user setup across platforms Partner with RAP's IT vendor to triage tech issues, coordinate hardware/software purchases, and keep inventories updated. Support onboarding logistics, including device prep, new account setup, and tools orientation for new hires.

MINIMUM QUALIFICATIONS


3+ years of experience in an administrative, finance, operations, or executive support role. Profiles with backgrounds in nonprofit operations, executive assistance, virtual assistance, or operations analysis are a strong fit. Fluent in English; fluency or professional working proficiency in other global languages, particularly in French, highly valued. Familiarity with collaborative tools and systems such as Microsoft Office, SAGE Intacct, SharePoint, Monday, or similar. Experience managing scheduling or contracts workflows, especially across international time zones. Some exposure to finance or accounting processes (e.g., invoice processing, expense tracking, document management).

Why RAP?

We believe that great people power great work. RAP offers:


Flexible, remote-first working arrangements A collaborative, multicultural, mission-aligned culture Competitive salary (GBP 30,000-40,000) Comprehensive benefits and generous paid leave * Meaningful work with global impact