• Associate, Registrations & Operations

    Country
    United States
    City
    Boston
    Type
    Full Time
    Program (Division)
    Global Operations Team
  • Overview

    The Clinton Health Access Initiative, Inc. (CHAI) is a global health organization committed to saving lives and reducing the burden of disease in low-and middle-income countries, while strengthening the capabilities of governments and the private sector in those countries to create and sustain high quality health systems that can succeed without our assistance. For more information, please visit: http://www.clintonhealthaccess.org

     

    CHAI’s Global Operations Team works to ensure coordinated greater operational efficiency, consistent adherence to established guidelines and policies, effective communications across teams, and compliance with regulatory obligations to enable CHAI to reliably achieve programmatic goals.

     

    The Global Operations Team is seeking a Registrations and Operations Associate to be hired immediately. The Associate will report to the Associate Director, Global Operations and will work closely with other members of the Operations Team as well as staff across all levels of the organization, including Boston-based functional teams (Finance, Human Resources, etc.) and staff based in country.  The Associate will also be expected to work directly with local legal counsel in the countries where CHAI has a presence, as well as foreign secretarial and accounting firms.

    Responsibilities

    REGISTRATIONS & LOCAL ENTITY COMPLIANCE SUPPORT

    • Conduct regular reviews of governance documents associated with the establishment and maintenance of CHAI’s local/foreign entity registrations. The Associate will liaise directly with local legal counsel and other professional third parties including auditors, donors, secretarial firms, accountants, etc. under the guidance of the Associate Director, Global Operations.
    • Spearhead updates to local/foreign entity board of directors as a result of personnel changes.  These updates will require high-level organization skills, facilitation of signatures according to established protocol, and interfacing with executive level CHAI staff over email and in-person.  
    • Work independently to prepare and submit CHAI’s domestic solicitation of funds registration renewals.  This will require familiarity with CHAI’s IRS 990 and audited financials.  The Associate will prepare portions of the renewals for CHAI’s Finance team to review and approve prior to signing.      
    • Support the Global Operations Team, CHAI country leadership, and programs in the exploration of the opening of country offices and the execution of approved openings and closing.
    • As a member of CHAI’s Global Operations Team, and at the request of the Director, Global Operations, assist in operations strategy, including the development of policies and protocols, as well as other special projects.
    • Support CHAI’s Finance, Payroll, Contracts, Human Resources, and other operations teams in related compliance efforts including, but not limited to, work authorizations, taxation, procurement, audits, insurance, Memoranda of Understanding between CHAI and partner governments and bank account openings.

     HIGH-LEVEL ADMINISTRATION SUPPORT

    • Fastidious management of shared cloud-based files according to a rubric on file naming, folder creation, etc. with the goal of enabling the Associate and the Associate Director, Global Operations to work seamlessly on tasks. 
    • Solicit notarizations and apostille/legalizations on document(s) as needed.  The Associate will determine whether notarization/apostille/legalization is necessary and then prepare the proper language for execution.  He/she will then physically shepherd the document(s) to the Massachusetts Secretary of State and any Boston-based foreign consulates or handle the shipment to authorities in other jurisdictions.
    • Review of legal invoices received from third parties.  Where the Associate deems that costs are appropriate, the Associate will solicit approval from the budget owner and prepare/submit payment requests.
    • Miscellaneous administrative duties directly related to registrations and local entity compliance support e.g., the preparation of shipping requests, facilitation of signature requests, original document storage, etc.   
    • Additional tasks as requested by supervisor.

    Qualifications

    • Bachelor’s degree plus 3-5 years minimum experience in a full-time capacity.
    • High level corporate administrative experience required. Candidates with legal paraprofessional experience preferred, but all professional experience will be considered.
    • Expertise interpreting various legal documents, with experience drafting documents preferred.
    • Detail-oriented with demonstrated ability to manage complex projects involving multiple stakeholders at one time; commitment to using established organizational principles to ensure that all tasks are completed, both large and small.
    • Ability to communicate effectively with people of varied professional and cultural backgrounds.
    • Keen attention to professional email etiquette, especially with regard to the transmission of sensitive data.
    • Highly motivated to seek out resolutions, work independently and self-motivate with oversight provided by a remote manager.
    • High proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

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