WeRobotics is a non-profit social impact organization that brings together local experts, communities and activists. We co-create and facilitate an inclusive network of independent, locally-led and demand-driven knowledge hubs: the “Flying Labs®” Network. Flying Labs strengthen local expertise in the use of drones, robotics, data and AI for positive social change. They demonstrate The Power of Local. Flying Labs are operational in 35+ countries in Africa, Latin America, Asia and beyond. WeRobotics has legal entities in the USA (501C3) and Switzerland (association with non-profit status) and operates a yearly budget up to USD 3 million per year.
We are embarking on the next big strategic chapter of our organization and are looking for a passionate Executive Administrator who will be a strategic leader and thought-partner in this systems change endeavor. She/he will be a member of the executive management team and report directly to the board of directors. The successful candidate is a hands-on and participatory leader that develops, integrates, and oversees our organization’s core global systems including finance, administration, business planning, budgeting, organizational setup and Information Technology.
The Executive Administrator will play a critical role in organizational leadership and decision making as our nonprofit continues to implement its quality programs and implement its equitable systems change strategy. This is a tremendous opportunity for a seasoned finance & administration leader to maximize and strengthen the internal capacity of a well-respected, high-impact organization. The successful candidate is a hands-on senior leader that thrives in a small non-profit environment with a Holacracy-inspired operational setup.
**Key Responsibilities:**
**Financial Management**
* Coordinate and improve collaboration with the external finance partners to ensure smooth day-to-day transactions
* Oversee and consolidate all financial, project/program and grants accounting, including payments
* Coordinate, analyze and present financial reports in an accurate and timely manner; clearly communicate monthly and annual financial statements; collate financial reporting materials for all donor segments
* Manage organizational cash flow and forecasting
* Lead the annual budgeting and planning process in conjunction with the senior leadership team colleagues; administer and review all financial plans and budgets; monitor progress and changes; and keep the senior leadership team abreast of the organization’s financial status.
* Lead the annual audit process, liaise with external auditors and the finance committee of the board of directors; assess any changes necessary.
* Update and implement all necessary business policies and accounting practices; improve the finance department’s overall policy and procedure manual.
* Effectively communicate and present the critical financial matters to the board of directors.
* Enhance the organization’s contracts and financial management/ reporting system; ensure that the contract billing and collection schedule is adhered to and that financial data and cash flow are steady and support operational requirements.
* Ensure all financial and administrative operations comply with US and Swiss laws.
**HR, Administration and Technology**
* Set up and coordinate collaboration with external HR partners to improve the Holacracy-inspired organizational setup, contractual setups, performance evaluations, training and recruiting best practices as well as create, implement and manage a compensation and benefits strategy
* Enhance and manage the organization’s contract management
* Improve and evolve existing staff tools, policies, and procedures
* Work closely and transparently with all external partners including third-party vendors and consultants.
* Manage administrative functions, including software setups, to ensure efficient and consistent operations as the organization grows.
**Operations & Strategy Support**
* Collaborate with operational team through Holacracy-inspired grant & program work setup on all financial, contractual, HR and administrative matters
* Oversee dedicated grants
* Support fundraising efforts
* Provide financial & administrative guidance for strategy implementations
**Qualifications:**
* BSc or MSc in Finance, Accounting or relevant field
* At least six-plus years of broad financial and administrative management experience in a non-profit organization
* Proven experience of final responsibility for the quality and content of all financial data, reporting and audit coordination for either a significant non-profit program area or all aspects of a small non-profit organization
* Hands-on experience with accounting and financial management software (Quickbooks) and expertise in MS Excel
* Ability to translate financial concepts to – and to effectively collaborate with -- programmatic and fundraising colleagues who do not necessarily have finance backgrounds
* Excellent knowledge of financial data analysis, risk management and forecasting methods
* Technology savvy with experience selecting organizational support software, being the software administrator and managing relationships with software vendors;
* A successful track record in setting priorities; keen analytic, organization and problem solving skills which support and enable sound decision making
* Excellent communication and relationship building skills with an ability to prioritize, negotiate, and work with a variety of internal and external stakeholders, including finance and HR outsourcing partners
* A multi-tasker with the ability to wear many hats in a fast-paced environment
* Affinity to work with a flat hierarchy inspired by Holacracy
* Ability to work with people from many diverse cultures and backgrounds in a digital manner (remotely)
* Personal qualities of integrity, credibility, and dedication to the mission of WeRobotics and the Flying Labs Network
* Native or proficient in English
**Location**: We are a fully digital organization and this is a remote work position in the USA (where our main legal entity is based).
**Contract:** 80-100%
**Please submit your application including your CV and references by** **February 28, 2023.** **Applicants are encouraged to apply early.**
**In place of a cover letter, you will be prompted to answer following questions when you apply through our online application portal:**
* Please summarize your previous non-profit experience in a few sentences.
* What motivated you to apply for this position?
* What are your key qualifications that make you the ideal candidate for this key position in our organization?
* What do you see as your key contributions to our mission?
* How do you feel about working for an organization with a flat hierarchy and a 100% remote setup, where all team members, senior and junior, are hands-on multi-taskers that wear many hats and contribute to our organization’s success as a team from around the planet?
_WeRobotics is an Equal Opportunity Employer. We do not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need._