Operations Associate | $45,000 USD Annual Compensation

Youth Climate Justice Fund (YCJF); United States; Remote; USD 41,000 - 50,000; Full time

Benefits offered by this job

Remote-work support

Health insurance

Life insurance

Annual leave

Bereavement leave

Job summary

Youth Climate Justice Fund is seeking an Operations Associate to support financial administration, contract management and digital systems for its international programmes. This fully remote, full-time role reports to the Director of Operations and collaborates with the Finance & Operations Manager and external partners.

The position offers flexible remote work across time zones, an emphasis on climate justice, equity and inclusion, and an annual compensation of $45,000 USD with potential

Qualifications

• Two years of professional experience in operations, administration, finance coordination or project support.
• Experience managing invoicing, payments, contracts, document management or vendor coordination.
• Strong organizational abilities and attention to detail.
• Ability to manage competing responsibilities and deadlines.

Responsibilities

• Oversee financial administration and payment management for invoices and approvals.
• Coordinate contract reviews, templates, signatures and renewals.
• Manage organisational systems, subscriptions, access, onboarding/offboarding and records.
• Plan event logistics and provide travel and venue support.
• Support internal stakeholders with process improvements and documentation.

Skills

Organizational skills

Finance coordination

Vendor coordination

Tools

Google Workspace

Monday.com

Financial software

HR platforms

Job description

Operations Associate (Remote) – Youth Climate Justice Fund | $45,000 USD Annual Compensation

About the Youth Climate Justice Fund

The Youth Climate Justice Fund (YCJF) is an international initiative supporting youth-led movements working on climate justice and broader socio-environmental issues. Established publicly in September 2023, the organisation uses participatory grant-making and capacity development to strengthen relationships between funders and young climate leaders. Its approach focuses on ensuring that young people and grassroots movements have greater access to the financial resources, relationships and institutional support needed to advance their work. YCJF currently supports approximately 120 grantee partners across more than 50 countries. Its global community includes staff, regional committees and governing body members representing 21 countries. The organisation places particular emphasis on equity, inclusion, youth leadership and lived experience. Approximately 90% of its team members come from the Global South, reflecting its commitment to working alongside the communities and movements it supports.

About the Opportunity

YCJF is recruiting an Operations Associate to help manage the administrative and operational activities that support its international programmes. As the organisation works with a growing network of grantee partners and collaborators, reliable internal systems are essential to ensuring that its activities run efficiently. The successful candidate will help coordinate the processes behind the organisation's daily operations, allowing other team members to concentrate on programme delivery and climate justice work. The role covers several operational areas, including financial administration, invoice processing, contracting, digital systems management and event coordination. Working closely with the Director of Operations and the Manager, Finance & Operations, the Associate will also communicate with consultants, vendors, staff members, fiscal sponsors and external partners. Beyond routine administration, the organisation wants someone who can identify operational challenges, improve existing procedures and help establish systems that remain effective as YCJF continues to develop. This position would suit an organised and proactive professional who enjoys coordinating multiple responsibilities, maintaining accurate records and finding practical solutions to administrative challenges.

Key Responsibilities

1. Financial Administration and Payment Management
   • Managing incoming invoices and serving as a central contact for payment-related enquiries.
   • Reviewing and organising invoices to ensure that the necessary supporting documents and internal approvals are available.
   • Working with the Finance and Operations Manager to coordinate payment processing.
   • Communicating with vendors, consultants and colleagues about payment progress, missing documents and outstanding requirements.
   • Maintaining payment trackers and following up on unpaid invoices to minimise delays.
   • Helping managers ensure that service providers receive payments in accordance with their contractual agreements.
   • Keeping financial and administrative payment records organised and current.
   • Assisting with the reconciliation and documentation of organisational credit card transactions.
   • Helping the Finance team prepare financial records and supporting documents for audits, reporting and internal reviews.
2. Contract Administration and Documentation
   • Preparing contracts, agreements and amendments for consultants, employees, governance members, vendors and other service providers using approved templates.
   • Coordinating contract reviews and obtaining the necessary approvals and signatures.
   • Working with relevant colleagues and fiscal sponsor partners to complete contracting requirements.
   • Collecting supporting documentation before contracts are finalised or payments are processed.
   • Monitoring contract periods, renewal dates, amendments, payment schedules and termination dates.
   • Reminding relevant team members when contractual actions or renewals are approaching.
   • Maintaining a central and accessible repository of signed agreements and supporting records.
   • Ensuring that contracts and other operational documents are consistently named, organised and easy to retrieve.
   • Helping improve contract templates, tracking systems and administrative procedures.
   • Communicating with fiscal sponsors and external partners about routine contractual matters.
3. Organisational Systems and Digital Administration
   • Monitoring organisational software, digital platforms, subscriptions, licences and service providers.
   • Coordinating subscription renewals, user permissions and routine platform administration.
   • Supporting employee and consultant onboarding and offboarding by arranging access to relevant systems and shared resources.
   • Maintaining accurate organisational records across internal platforms.
   • Ensuring that important documents and information are properly organised and easy to locate.
   • Supporting the administration of tools such as Monday.com, Google Workspace, financial management platforms and human resources systems.
   • Monitoring upcoming subscription renewals, contractual obligations and administrative deadlines.
   • Identifying outdated, duplicated or inefficient systems and recommending improvements.
   • Assisting with the introduction and implementation of new operational tools when required.
4. Event Planning and Logistical Support
   • Arranging event logistics such as venues, accommodation, catering, transport and other supplier services.
   • Supporting travel arrangements for staff members and event participants.
   • Maintaining event schedules, budgets, supplier details and logistical records.
   • Communicating with venues, travel providers, consultants and other service providers.
   • Preparing participant information, event schedules, logistical instructions and related communications.
   • Providing on-site assistance and resolving logistical challenges during events when required.
   • Coordinating administrative follow-up after events, including supplier payments, expense reconciliation and record keeping.

Required Qualifications and Experience

YCJF is looking for candidates with practical experience in operations, administration, financial coordination or project support. Applicants should have:

• At least two years of professional experience in operations, administration, finance coordination, project support or a related area.
• Experience managing administrative procedures such as invoice processing, payments, contracts, document management or vendor coordination.
• Strong organisational abilities and attention to detail.
• The capacity to manage competing responsibilities, monitor deadlines and maintain accurate records.
• Experience using digital platforms and organisational systems, with the ability to learn new tools quickly.
• Good written and verbal communication skills.
• The ability to coordinate effectively with colleagues, consultants, suppliers and external partners from different professional and cultural backgrounds.
• A proactive approach to identifying problems, resolving administrative issues and improving workflows.
• The ability to work independently, exercise sound judgement and handle confidential information responsibly.
• A genuine commitment to climate justice, youth leadership, equity, accountability and inclusion.

Additional Experience That Would Be an Advantage

• Previous work with youth-led initiatives, grassroots movements, international organisations or nonprofit institutions.
• Experience in accounts payable, financial documentation, expense reconciliation or audit preparation.
• Familiarity with contract management, supplier coordination and fiscal sponsorship arrangements.
• Experience administering Google Workspace, Monday.com, financial management software or human resources platforms.
• Previous involvement in organising events, retreats, conferences and international travel.
• Experience working with international teams across different countries and time zones.
• Personal or professional connections to communities and movements working on social justice, environmental protection or climate justice.

Reporting Arrangements and Working Relationships

The Operations Associate will report directly to the Director of Operations and work closely with the Manager, Finance & Operations and other members of the organisation. The role involves regular coordination with internal colleagues and external stakeholders, including:

• Consultants and independent service providers.
• Vendors and suppliers.
• Fiscal sponsors.
• Governance members.
• Event venues and travel providers.
• Other organisational partners.

The Associate will handle routine operational coordination while referring matters requiring financial authorisation, management decisions or strategic direction to the appropriate senior colleagues.

Salary and Employee Benefits

YCJF offers an annual compensation package of $45,000 USD, inclusive of benefits. The organisation also indicates that cost-of-living adjustments of up to 20% may be available. Its benefits and employment provisions include:

• Annual leave: Four weeks of annual leave.
• Year-end break: An additional two-week organisation-wide break at the end of the year.
• Public holidays: Observance of locally recognised public holidays.
• Cost-of-living adjustments: Potential adjustments of up to 20%.
• Remote-work support: Flexible working arrangements, including allowances towards remote working costs.
• Health insurance: Medical, dental and vision coverage, including dependent coverage.
• Life insurance: Insurance coverage for employees.
• Bereavement leave: Leave provisions to support employees during bereavement.
• Employee wellbeing: Policies designed to recognise and support the emotional demands associated with climate justice work.

Location and Employment Arrangement

This is a fully remote, full-time position, with flexibility to work across different time zones. YCJF particularly encourages candidates based in Global Majority countries to apply. The successful candidate will be engaged under a one-year contract, which may be renewed depending on available funding. The position is classified as an experienced non-manager role and reports to the Director of Operations.

About the Organisation's Working Culture

YCJF describes its workplace as collaborative, internationally connected and guided by values of care, trust, transparency and shared leadership. The organisation seeks to create an environment where staff members can contribute ideas, learn from one another and participate meaningfully in its development. Its team reflects a range of backgrounds and experiences, with particular attention to the representation of Indigenous women, people with disabilities, people of colour, women and gender-diverse individuals. The organisation's approach places importance on mutual support, personal development, accountability and the wellbeing of people working within the climate justice movement.

Application Deadline

Application Deadline: November 30, 2026, at 9:00 am CET