Head of Operations
Valley Stream
Head of Operations
Full Time • Valley Stream
Benefits:
- Competitive salary
- Opportunity for advancement
- Paid time off
- Parental leave
- Training & development
About Muslim Hands USA
Muslim Hands USA is a registered 501(c)(3) nonprofit that alleviates poverty, responds to emergencies, and supports vulnerable communities in the United States and worldwide.
We are seeking an experienced Head of Operations and Management to strengthen internal systems, coordinate departments, and ensure efficient day-to-day operations.
Working with senior leadership, department leads, the Board of Directors, and external advisers, the postholder will oversee operations, governance, compliance, risk, finance controls, people operations, grants, and office administration. The role will translate strategic priorities into practical systems and accountable delivery.
The successful candidate will be organized, solutions-focused, discreet, and committed to a positive, values-led working culture.
Work arrangement: Needed to work fully onsite at our New York office, five days per week. Occasional evening, weekend, and travel commitments may be needed for Fundraising activities.
Candidate notes
· Strong applicants may be invited to an online interview before the closing date.
· The recruitment process may close early if a suitable candidate is appointed.
· Only shortlisted candidates will be contacted.
· Applicants must have full U.S. working rights; visa assistance is not available.
Position Summary
Key Responsibilities: Operations and Management
· Lead day-to-day office operations and coordinate delivery across departments.
· Translate organizational priorities into clear plans, workflows, policies, and procedures.
· Identify operational gaps and risks, implement practical improvements, and monitor agreed objectives and key performance indicators.
· Promote professionalism, accountability, collaboration, and continuous improvement.
Governance, Compliance and Risk
· Support the CEO and Board with governance records, meeting papers, minutes, action logs, policies, and registers.
· Coordinate board and committee administration and ensure timely follow-up and reporting.
· Maintain compliance with bylaws, internal policies, nonprofit regulations, and state and federal requirements.
· Oversee due diligence, fundraising registrations, license renewals, risk registers, audits, and regulator enquiries.
People Operations
· Maintain accurate, secure, and confidential employee records and HR systems.
· Coordinate recruitment, onboarding, probation, reviews, attendance, leave, training, contract changes, and exits.
· Support managers on employee relations, performance, disciplinary matters, and policy compliance.
· Liaise with payroll and external HR providers and maintain current HR, safeguarding, health and safety, and workplace policies.
Financial Oversight and Internal Controls
· Work with the finance team on budgets, reporting, internal controls, reconciliations, expenses, payroll administration, and audit preparation.
· Align operational plans with approved budgets and funding priorities.
· Provide accurate and timely financial information to senior leadership and the Board.
· Safeguard charitable funds, donor restrictions, delegated authority, and approval requirements.
Grants, Funding and Reporting
· Maintain systems for grant applications, approvals, expenditure, performance, deadlines, and compliance.
· Coordinate grant activity across Programmes, finance, fundraising, and leadership.
· Monitor donor terms and reporting obligations and promptly escalate compliance, financial, or delivery risks.
Office Administration
· Maintain a safe, organized, and professional workplace, including facilities, equipment, supplies, mail, and records.
· Coordinate staff meetings, internal communications, attendance, timekeeping, and follow-up actions.
· Maintain secure, consistent filing systems, shared drives, and administrative processes.
Stakeholder and Organisational Support
· Strengthen communication, alignment, and collaboration across departments.
· Support fundraising activities, events, campaigns, and local initiatives as required to help achieve organizational goals and objectives.
· Handle escalated donor queries appropriately and represent Muslim Hands USA professionally.
· Undertake other reasonable duties assigned by the CEO or senior leadership.
Essential Qualifications and Experience
· Bachelor’s degree in business administration, nonprofit management, operations, finance, human resources, public administration, or a related field.
· At least three years’ experience in operations, administration, nonprofit management, or a comparable leadership role.
· Experience coordinating several functions, such as governance, compliance, HR, finance, grants, office administration, or reporting.
· Sound knowledge of nonprofit governance, internal controls, risk management, and organizational accountability.
· Experience supporting senior leadership or a board, managing records and actions, and preparing clear reports.
· Strong communication, organisation, project management, judgement, problem-solving, and systems-improvement skills.
· High digital literacy and the ability to handle confidential information with integrity.
· Commitment to the mission, values, and faith-based ethos of Muslim Hands USA.
Desirable Qualifications and Experience
· Postgraduate qualification in a relevant field.
· Experience in a nonprofit, NGO, humanitarian, or faith-based organisation.
· Knowledge of U.S. nonprofit regulation, fundraising registrations, grant compliance, donor restrictions, and audits.
· Experience with ADP or similar HR and payroll systems and with auditors, regulators, or professional advisers.
· Ability to travel domestically and internationally when required.
Key Competencies
· Operational leadership and sound judgement
· Governance, compliance, risk, and financial accountability
· People management, communication, and relationship building
· Policy, process, and systems improvement
· Collaboration, discretion, and commitment to values-led nonprofit work
Compensation: $100,000.00 - $120,000.00 per year
Overview
When, in 1993, the Bosnian War brought devastation to eastern Europe, a community in Nottingham, England, was moved to take action. This small team of volunteers started by collecting money, clothes and medicine for the struggling people of Bosnia.
From this grassroots movement, Muslim Hands has grown into an international aid agency and NGO. Since then we have responded to numerous emergencies worldwide, and established myriad long-term projects like schools, health clinics and livelihood programmes.
Muslim Hands USA is a registered charity (Charity Registration Number: 27-4155655) with the Internal Revenue Service. Delivery of projects outside of USA is through an affiliated Muslim Hands organization.
Muslim Hands is determined not just to provide immediate relief but to battle the root causes of poverty worldwide. We work beyond the immediate needs of communities, ensuring they have sufficient support for the long-term.
Our Vision
At Muslim hands we believe that everyone has the right to an education; access to food and clean water; and the means to support themselves, their family and their community. Our dedication to fighting the root causes of poverty and creating a fairer world for all are inspired by the values of our faith.
For this reason, we aim not just to meet their immediate needs but to empower people for the long-term.
For this reason, we aim not just to meet their immediate needs but to empower people for the long-term.
We tailor our approach to each individual case, looking for appropriate, sustainable solutions to the problems our beneficiaries face. The projects we deliver have made a massive impact on people’s lives, demonstrating that our donors can make a difference.
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