Operations Assistant

Posted on 02 February 2024
Salary: £31,000 - £37,260 GBP Salaries may be adjusted depending on a location cost of living formula, but will not be below 75% of advertised figure.
Location: Remote
Hours: Full Time
Closing date: 05 February 2024
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Help tackle climate change by providing excellent operational support to our growing global team.

Ember are looking for a passionate, self-motivated individual with an interest in providing excellent finance, administration, event and internal communications support to join our busy operations team in this newly-created post. This will be a varied role that will suit someone who is excited about helping us develop our internal operations and support a growing international team.

Ember is an independent, not-for-profit energy think tank that aims to accelerate the clean energy transition with data and policy. We gather, curate and analyse data on the power sector and coal mine methane emissions, and use our findings to improve energy and climate policy.

Ember has gone through impressive growth and has won major improvements to energy policy around the world. Now as we grow further, we’re building a professional organisation that can continue to move fast and have an even greater impact in tackling the climate crisis.

As a remote-first organisation, with colleagues based across Asia and Europe, you will play an important part in developing and implementing our internal processes to enable everyone to achieve their full potential. The Operations team provides a strong foundation to the rest of Ember, and our work covers finance and fundraising, people and HR support, project management, donor relations, impact reporting, and systems to support the smooth running of the organisation.

With the support of senior operations colleagues your role will involve a wide range of duties to ensure the smooth running of Ember particularly with financial admin, office and IT management, logistics and internal communications.

The ideal candidate for this role should be a good all-rounder, happy and willing to get stuck in where needed; not led by bureaucracy but by creativity and possibility.

 

Key responsibilities

  • Work with finance staff to ensure accurate and timely processing of employee compensation, including addressing pay/ expense-related questions or concerns; and supporting with tracking of invoices and monthly reconciliations
  • Work with finance, donor relations and project staff to support contracting and record keeping for grant administration
  • Support with office management/contracts with co-working spaces, meeting room bookings and other ad hoc office needs
  • Support with IT/tech set up (onboarding & offboarding to gmail, slack, other relevant tools such as CRM database)
  • Support with tracking assets, equipment and software usage
  • Maintaining Ember filing systems and supporting team with GDPR/data protection compliance
  • Support with license/subscription renewals as necessary
  • Support to develop/maintain ‘how to guides’ and handbook (such as travel booking, expenses, etc)
  • Coordinating internal comms updates e.g. team news
  • Admin and event organisation support to face-to-face and virtual team meetings (inc. our Advisory board)
  • Updates to relevant pages on the Ember website (such as people, careers, impact, funding etc.) and creating relevant social media posts as appropriate.
  • General admin support to Ops team, including the collection and reporting on data such as tracking KPIs, survey responses etc.
  • Ad-hoc project administration support to our flagship reports such as the Global Electricity Review.

Must have

  • Graduate level or with demonstrable experience in a similar role
  • A great team player with a solution focused, ‘can do’ attitude.
  • Self driven and proactive, able to prioritise own workload and gain satisfaction from getting the job done to a high standard, and also able to operate well in a team based remotely.
  • Excellent organisational and coordination skills, experience of juggling multiple tasks or projects and working to tight deadlines
  • Great attention to detail and can be trusted to handle confidential and sensitive information
  • Good written and verbal communication skills
  • Highly numerate, comfortable understanding and visualising data
  • Great level of computer literacy with experience of working with different IT systems and data
  • A flexible and adaptable approach to work
  • Self-starter with strong organisational skills and effective time management with experience working in a fast-paced environment
  • Passionate about the global energy transition
  • A passion for climate change/ clean energy

Nice to have

  • Previous experience working with teams remotely
  • Previous experience of working with start-ups and fast growing organisations
  • Experience of project administration e.g. updating gantt charts, risk registers.
  • Experience of using AI and new technologies to automate processes

Salary & hours

  • Annual salary: £31,000 - £37,260 GBP. Salaries may be adjusted depending on a location cost of living formula, but will not be below 75% of advertised figure.
  • Full time (but only working 9 days every fortnight with no reduction in pay), permanent subject to a 3 month probationary period. For employees based outside of the UK, a local payroll contract is available, dependent on the country.

Benefits

  • We operate a nine-day fortnight meaning our full-time staff are given every other Friday off work with no reduction in pay
  • 25 days holiday, plus UK bank holidays (unless local statutory minimums are higher)
  • For each year that you're part of the team at Ember you'll receive an additional day of holiday, up to a maximum of 5 additional days.
  • Generous paid maternity and paternity leave
  • Flexible working conditions, including the opportunity for part-time work and home working
  • Access to co-working spaces in Edinburgh and London shared with other NGOs or access to a local working space can be arranged for employees located in other cities.
  • Free annual eye tests
  • Access to a counselling service
  • Funding and allocated time for your training and development
  • Paid volunteer day
  • Time off to donate blood
  • Two paid days off to enable low carbon travel
  • Season Ticket loan

Deadline for applications

The application closes at 23:59 (UK time) on 05 February 2024.

How to apply

To apply please complete our online application form by 5th Feb 2024. We encourage you to submit your application early, as we may close the post early if sufficient applications are received before the deadline.

Full job details

For full job details, please download the file below.

_Ops Assistant Job description — PDF 69 KB icon-download-file

Working at Ember

Ember is an independent, not-for-profit energy think tank that aims to accelerate the clean energy transition with data and policy. We gather, curate and analyse data on the power sector and coal mine methane emissions, and use our findings to improve energy and climate policy.

See our work at www.ember-climate.org and https://twitter.com/EmberClimate