Position Summary

Key Responsibilities: Operational Leadership and Management

• • Lead the day-to-day operational management of the Muslim Hands USA office, ensuring effective coordination, communication, and delivery across departments.
• • Support organizational growth by identifying operational priorities and implementing practical systems and workflows that strengthen efficiency, accountability, and long-term sustainability.
• • Work closely with department leads across fundraising, programs, finance, administration, and support functions to improve alignment and ensure effective delivery of organizational objectives.
• • Identify operational gaps, risks, and areas for improvement, and develop practical solutions to strengthen organizational performance.
• • Develop, implement, monitor, and improve internal policies, procedures, systems, and standard operating processes.
• • Ensure that departmental plans, priorities, and reporting processes are aligned with the wider organizational strategy.
• • Support senior leadership in monitoring performance against agreed plans, budgets, objectives, and key performance indicators.
• • Promote a culture of professionalism, accountability, collaboration, continuous improvement, and shared commitment to the mission of Muslim Hands USA.
• • Exercise delegated operational and financial authority responsibly and in accordance with organizational policies, procedures, and approval frameworks.
• • Support senior leadership in operational decision-making through analysis, reporting, risk identification, and implementation support.

Key Responsibilities: Governance, Compliance and Risk Management

• • Support the CEO, senior leadership, and Board of Directors in maintaining strong governance, accountability, and organizational compliance.
• • Ensure that governance documentation is accurate, well maintained, and available when required, including board meeting records, minutes, action logs, policies, registers, and supporting documents.
• • Coordinate board and committee administration as required, including preparing papers, tracking decisions, following up on action points, and ensuring timely reporting.
• • Support compliance with organizational by-laws, internal policies, state and federal requirements, nonprofit regulations, and sector best practice.
• • Lead the development, review, implementation, and communication of organizational policies and procedures.
• • Oversee partner and collaboration due diligence processes, including new partner checks, renewals, documentation, risk assessment, and escalation of concerns.
• • Act as the lead for state fundraising registration and license renewals, liaising with external advisors, regulators, and relevant agencies as required.
• • Maintain and improve organizational risk management systems, ensuring that operational, financial, governance, compliance, reputational, and strategic risks are identified, monitored, and mitigated.
• • Respond to governance, compliance, audit, regulator, and oversight queries in a timely and professional manner.

Key Responsibilities: Human Resources and People Operations

• • Oversee core HR administration and ensure that employee records, HR systems, and personnel files are accurate, confidential, and up to date.
• • Support the full recruitment cycle, including drafting job descriptions, advertising vacancies, coordinating interviews, onboarding new staff, issuing relevant documentation, and supporting induction.
• • Work with department leads to ensure staff understand their roles, responsibilities, performance objectives, and organizational expectations.
• • Coordinate employee reviews, probation processes, attendance records, leave management, training records, and staff development documentation.
• • Support managers with HR-related matters including performance concerns, disciplinary processes, contract changes, staff exits, and policy compliance.
• • Liaise with external HR support providers, including ADP or other relevant services, to ensure compliance with employer obligations, payroll-related requirements, and applicable employment standards.
• • Support the development, review, and implementation of HR policies, staff handbook updates, safeguarding standards, health and safety expectations, and workplace procedures.
• • Promote a positive working culture based on fairness, professionalism, respect, accountability, and Muslim Hands USA’s values.

Key Responsibilities: Financial Oversight and Internal Controls

• • Work closely with the finance team to support strong financial management, budget monitoring, reporting, internal controls, and compliance.
• • Ensure that operational planning is aligned with available budgets, financial priorities, organizational growth, and funding requirements.
• • Support the preparation, monitoring, and review of departmental and organizational budgets.
• • Assist with financial reporting to senior leadership and the Board of Directors, ensuring figures and updates are accurate, timely, and clearly presented.
• • Support audit preparation by coordinating documentation, responding to information requests, assisting with submissions, and ensuring timely follow-up on audit findings.
• • Help maintain effective financial policies, approval processes, reconciliation procedures, expense controls, and risk mitigation measures.
• • Promote a culture of financial transparency, accountability, and compliance across the organization.
• • Support the safeguarding of charitable funds and ensure appropriate adherence to fund accounting principles, donor restrictions, and financial procedures.
• • Oversee office credit card use, expenses, approvals, and payments within delegated authority.
• • Support payroll and other finance-related administrative processes where required.

Key Responsibilities: Grants, Funding and Reporting Compliance

• • Develop and maintain systems to monitor grant performance, reporting deadlines, expenditure tracking, and compliance obligations.
• • Oversee the operational administration of grant funding processes, including applications, approvals, documentation, reporting deadlines, and compliance requirements.
• • Coordinate and oversee state fundraising registrations, renewals, and related compliance requirements in liaison with external advisors and relevant agencies.
• • Ensure that grant-related activities are coordinated with relevant departments, including programs, finance, fundraising, and senior leadership.
• • Monitor adherence to funding terms and conditions, donor requirements, reporting obligations, and internal approval procedures.
• • Support the development of systems to track grant performance, reporting requirements, expenditure, and compliance risks.
• • Escalate any concerns relating to grant compliance, reporting delays, financial risk, or donor requirements.

Key Responsibilities: Office and Administrative Management

• • Oversee office-level operations and ensure that the working environment is professional, organized, safe, and well managed.
• • Ensure effective facilities management, office supplies, equipment, utilities, mail handling, records management, and general administrative support.
• • Coordinate regular staff meetings, office updates, internal communications, and follow-up actions.
• • Monitor attendance, timekeeping, leave records, and office-based working requirements.
• • Ensure internal systems, filing structures, shared drives, and administrative processes are organized, secure, and consistently maintained.
• • Proactively resolve office management issues and escalate matters where required.

Key Responsibilities: Stakeholder Engagement and Organizational Support

• • Act as a central point of coordination across departments to strengthen communication, alignment, collaboration, and organizational effectiveness.
• • Support fundraising events, donor activities, campaigns, local initiatives, and organizational projects as required.
• • Manage or support the resolution of donor complaints and escalated queries where appropriate.
• • Represent Muslim Hands USA professionally and uphold the organization’s values, ethics, and reputation in all areas of work.
• • Act as a unifying presence across the organization, helping to strengthen communication, teamwork, and shared accountability.
• • Undertake any other reasonable duties as required by the CEO, senior leadership, or delegated authority.

Position Summary

Main Responsibilities : Governance

• • Develop, implement, communicate, and maintain governance, risk, and compliance policies and processes.
• • Ensure Muslim Hands USA complies with statutory governance requirements through accurate documentation, regular policy reviews and updates, and support for staff and board members in understanding their responsibilities.
• • Coordinate governance and policy training for staff and board members as required.
• • Lead the coordination of board meetings, including preparing and sharing agendas, circulating relevant documents in advance, recording accurate meeting minutes, preparing action plans, and monitoring progress against agreed actions.
• • Manage accurate board member records, including declarations of interest, the register of interests, and the appointment or removal of board members as required.
• • Complete due diligence checks for new partners and ensure documentation for existing partners remains accurate and up to date.
• • Facilitate regular communication with partners on governance-related matters, ensuring any concerns are addressed and escalated where necessary.
• • Coordinate donor due diligence checks in line with legal, regulatory, and sector requirements, ensuring continued organizational compliance.
• • Support the development and maintenance of effective risk management systems to identify, assess, and mitigate legal, regulatory, operational, strategic, governance, financial, and reputational risks.
• • Assist the management of grant funding processes, including applications, approvals, reporting requirements, and compliance obligations.
• • Facilitate audit processes by ensuring required information is available, responding to issues in a timely manner, and escalating matters where required.

Main Responsibilities (Human Resources):

• • Act as the first point of contact for employees, providing support with internal and external HR-related enquiries.
• • Build positive working relationships with staff at all levels and provide a professional HR service through face-to-face, email, telephone, and other approved communication channels.
• • Coordinate the recruitment process from advertising vacancies through to onboarding, including issuing employment contracts and adding new hires to Muslim Hands HR systems.
• • Support effective onboarding for new staff and work closely with departmental leads to ensure appropriate training plans are in place.
• • Support departmental leads with probation reviews, absence management, disciplinary matters, contract variations, and staff exit processes.
• • Promote the values, policies, procedures, and processes of Muslim Hands, including expectations around safeguarding, health and safety, wellbeing, and professional conduct.
• • Keep up to date with HR policies, employment trends, and best practices, making recommendations for improvement where appropriate.
• • Maintain HR compliance by ensuring employee records, policies, and procedures are accurate, up to date, and applied consistently.
• • Manage employee review processes by ensuring reviews are completed by line managers, accurately recording any issues raised, and working with management to resolve them.
• • Identify opportunities to improve staff development, capacity, and performance through training, feedback, and continuous improvement initiatives.

Other Responsibilities:

• • Work from the Muslim Hands USA office for a minimum of 3 days per week, in line with organizational requirements.
• • Demonstrate Muslim Hands’ values and ethics through professional conduct, decision-making, and daily working practices.
• • Undertake any reasonable responsibilities assigned by the Line Manager.
• • Promote and adhere to all Muslim Hands policies, procedures, and standards of professional practice.