Operations Manager

Smart Thinking Platform Ltd; Greater London; Hybrid; GBP 45,000 - 65,000; Full time

Benefits offered by this job

Flexible hours

Remote options

Pension 5%

25 days annual leave

Job summary

The Foreign Policy Centre (FPC) in London is seeking an organised Operations Manager to strengthen systems, structure and support for a six-person team. You will oversee grants, finance, governance, people and office operations, collaborating with the Executive Director to build sustainable foundations.

The role is fixed-term for 12 months, with potential for extension; the team envisages January 2027 start.

Qualifications

• Proven experience in operations, finance processes or organisational systems in small charity/think tank context.
• Excellent organisational and project management skills with attention to detail and ability to work with limited supervision.
• Experience with budgets, financial controls and external accountants/financial administration.
• Experience coordinating governance, contracts and donor reporting, including EU or institutional funding.

Responsibilities

• Oversee grants and project delivery, budgets, reporting and donor liaison.
• Manage day-to-day finance, invoicing, sub-grants, payroll liaison and bookkeeping coordination.
• Prepare organisational budgets with ED and accountants; monitor cash flow and provide clear financial information to ED/Board.
• Maintain records for governance, HR, legal and grants; develop operating procedures and MEL (monitoring, evaluation and learning).
• Coordinate Board meetings and communications; ensure compliance and audit readiness.

Skills

Operations management

Budgeting & financial controls

Grant & donor management

Governance & compliance

People & HR administration

Project planning & reporting

Event logistics

Stakeholder engagement

EU funding experience

Policy/HR knowledge

Tools

Microsoft 365

Google Workspace

QuickBooks

Job description

We are looking for an organised, proactive Operations Manager to join the FPC at a pivotal moment, enabling the organisation to continue its successful development and give our small team the systems, structure and support it needs to effectively deliver our wide-ranging programme of work. Current thematic areas of focus include media freedom, transnational repression, anti-corruption, transatlantic relations and democratic resilience.

The Operations Manager will oversee grant and project delivery, finance administration, governance and compliance, people and office operations, and work closely with the Executive Director and programme staff to make sure our ambitions are matched by sound, sustainable foundations.

FPC is a small organisation with a current staff team of six people. The Operations Manager position is a new role, which the successful candidate will help to shape moving forward, as the organisation itself evolves. We would ideally like the successful applicant to start in January 2027.

Main responsibilities

Grant and project management

• Project manage FPC’s longer-term grants and projects making sure delivery stays on track against agreed workplans, milestones and budgets, regularly liaising with FPC staff, partners and consultants.
• Act as the main operational contact for donors and funders, managing relationships, agreements and reporting deadlines.
• Track grant and project spending against budgets, flagging risks and delays early, and preparing any needed amendments in good time.
• Provide operational support for events, publications and projects, including logistics, budgets and contracting speakers and suppliers, as needed.
• Lead on the preparation and coordination of narrative and financial reports and ensure compliance with each funder’s rules, including EU requirements.
• Keep grant records, agreements and evidence of delivery, and steer the project through evaluation and audit processes.

Finance and fundraising

• Oversee the management of day-to-day finance, together with the Executive Director, including the preparation of invoices, as well as processing of sub-grants, payments and expenses, as well as liaising with our external accountants to deliver payroll and up-to-date bookkeeping.
• Support the Executive Director, and working with our external accountants, to prepare and regularly update organisational budgets throughout the year.
• Monitor budgets and cash flow, maintain appropriate controls and approvals, and provide clear financial information to the Executive Director and Board.
• Support the Executive Director and the external accountants with the preparations of the organisation’s annual accounts, with any independent examination or audit, and filings with Companies House (and potentially from 2027 the Charity Commission).
• Support the Executive Director identify potential fundraising opportunities, as well as work with the wider team to prepare fundraising and grant applications.

Governance and compliance

• Ensure organisational records (financial, HR, legal, governance and grant) are organised and up to date, so the FPC can demonstrate compliance and is ready for audits and funder checks at any time.
• Maintain and regularly review organisational and HR policies and develop new ones as needed.
• Design, document and maintain clear operating procedures and systems so that every area of the organisation meets its deadlines, and keep improving them to increase efficiency.
• Work with staff and partners to ensure activities are subject to MEL (monitoring, evaluation and learning).
• Manage relationships with outsourced providers, such as accountancy, payroll, HR and IT: agree what they deliver, monitor quality and value for money, and act as their day-to-day contact.
• Co-ordinate the Board meeting cycle with the Executive Director and Chair, including agendas and papers, meeting arrangements, decisions and follow-up. Attend Board meetings and advise on operational matters.

People and culture

• Support the Executive Director with HR administration: contracts, recruitment logistics, on boarding, work-plans, annual leave/TOIL, pensions and personnel records.
• Support the Executive Director with future recruitment, as well as the line management of staff or consultants as needed.
• Help build a supportive, inclusive working culture.

Personal specification

• Proven experience managing operations, finance processes or organisational systems, ideally in a small charity, think tank or similar organisation.
• Excellent organisational and project management skills: setting priorities, managing competing deadlines, maintaining strong attention to detail while working with limited supervision.
• Demonstrable knowledge of working with budgets, managing financial information and controls, and working with external accountants or other financial administrators.
• Experience of co-ordinating people processes, governance, compliance or contracts, and the ability to make decisions and explain risks, options and recommendations clearly.
• Confidence to take responsibility for decisions across several areas of a small organisation.
• Experience of grant management and donor management, including overseeing project delivery to agreed budgets, milestones and deadlines, ideally with EU or other institutional funding.
• The ability to work constructively with colleagues, trustees, suppliers and external partners.
• Knowledge of UK governance, data protection and employment practice, or the ability to learn it quickly.
• Strong written and verbal communication skills, and the ability to work well with trustees, funders, staff and external partners.
• Confident with IT and digital tools, such as Microsoft 365 or Google Workspace, and accounting software [e.g. QuickBooks].
• Commitment to the FPC’s mission and values.
• The right to work in the UK.
• Direct experience managing EU-funded projects, including their reporting, claims and audit requirements.
• Experience of working in coalitions and/or with external partners.
• Experience supporting a board of trustees or directors.
• Experience of event logistics.
• Knowledge of human rights, international affairs or policy sector.
• An enterprising approach to new income and delivery opportunities, grounded in a realistic understanding of costs, capacity and implementation.

Salary and benefits

Contract: Full time, fixed term for 12 months, with potential to extend after a year. We are open to the role being on part time (4 days a week) basis.

Location: London. Although we are open to discuss remote options with the right candidate, with a commitment to travel to London or other locations for in person meetings as needed.

Hours: FPC offers flexible working hours, with the option to work from home and/or a co-working space in London. To note, the successful candidate will be required to attend or facilitate regular meetings and events in person, which may sometimes be held outside of regular office hours.

Leave: 25 days annual leave plus the days between Christmas and New Year and bank/public.

Pension: Pension contribution of 5%.

About the organisation

The Foreign Policy Centre (FPC) is an independent, non-partisan international affairs think tank based in the United Kingdom. Our mission is to inform both the British and global debate, seeking sustainable solutions for the world’s most pressing challenges. The FPC takes a global perspective, informed by the values of democracy, human rights, good governance and conflict resolution. To deliver our mission the FPC publishes independent research, holds events and engages with key decision makers and the wider public. We provide an open and accessible space for the exchange of ideas, knowledge and experience, so that the voices of experts and advocates can be heard and acted upon.