Operations and Communications Administrator

Job Type

Full Time


Details: Competitive nonprofit salary



Application Deadline:



250 West 57th Street
New York
United States



Shift is the leading center of expertise on the UN Guiding Principles on Business and Human Rights. We were founded in 2011 by a team that was centrally involved in shaping and writing the UN Guiding Principles, and Professor Ruggie, author of the Guiding Principles, is Chair of our Board of Trustees. Shift is a non-profit organization dedicated to embedding the UN Guiding Principles into practice to advance the human rights of workers and communities around the world. Our team of experts works globally with businesses, governments, civil society and international organizations. We focus on advancing rights-respecting business practices and helping build markets in which they are recognized and rewarded.

Purpose of Position:

You will be responsible for implementing a range of essential communications and operations activities that support our day-to-day work at Shift, to enable us to deliver on our strategic objectives and organizational mission. Based in our NY office, you will also be responsible for supporting the operations of our small UK office, as well as of our remotely based team members. This new role requires a reliable, highly organized and detail-oriented individual who is self-motivated and enthusiastic about Shift’s mission. You will need to be capable of managing multiple tasks at once to support the efficient and effective management of Shift’s activities. You will work closely both with our Operations and Finance Manager and with our Communications Advisor. 


Specific responsibilities will include:

·      Supporting Shift’s Communications Advisor: Shift’s overall communications strategy and approach is driven by our Communications Advisor; you will work closely with that individual on essential aspects of implementation, such as liaison with communications vendors, managing Shift’s involvement in events etc.

·      Conducting general website maintenance: Shift owns and maintains three web properties: shiftproject.org, ungpreporting.org and businessrespecthumanrights.org. These websites require various levels of maintenance from a content perspective, which is undertaken via three unique content management systems (ModX, WordPress, Ginger). Maintenance can mean adding pages, updating posts, updating promoted stories, and similar; it does not mean changing base code or creating new functionalities. You would be the primary administrator responsible for these websites, working under the guidance of the Communications Advisor.

·      Helping manage communications collateral: Shift has developed and maintains a range of text, audio and visual collateral, including brand collateral (logos, boilerplate, product templates, headshots, etc.) as well as learning collateral (e.g., graphics and videos on key UN Guiding Principles concepts). You will be responsible for their organization and maintenance (such as requesting and filing photos from events, providing Shift team members with the correct version of a graphic, or liaising with external design agencies or other vendors, like photographers, to obtain collateral).

·      Administration of Shift’s IT needs: You will be responsible for monitoring Shift’s IT systems (including file sharing platform, email system, computer equipment, contacts database, conference call systems) and liaising with external IT vendors to ensure team members’ IT needs are fully supported, as well as coordinating technology setup for all new team members. We do not expect this role to provide direct IT support.

·      Supporting program and organizational logistics: This will involve liaising with team members to support their project-related travel booking and event/meeting planning, as well as supporting organizational logistics around Shift’s annual team retreat and Board meetings.

·      Accounting assistance: You will support Shift’s NY-based Operations and Finance Manager with the administration of receipts, invoices, bills and reimbursements as part of our monthly accounting procedures.

·      General office management and administrative support: You will be responsible for providing general administrative support, including scheduling team calls, managing office supplies, monitoring the organizational email account and phone line, and supporting the administration of Shift’s human resource policies.

Qualifications, experience and skills:

·      Required: At least 1-3 years’ experience providing high quality administrative support in a fast-paced organizational setting; at least 1 year of relevant communications experience preferably with a non-profit or mission-driven organization. Desired: previous experience working on human rights, business and human rights, sustainability, ESG and/or corporate social responsibility. Previous knowledge of how non-profits interact on and use social media for advocacy purposes.

·      Required: Proven experience using content management systems for website maintenance, and a willingness to independently problem solve. Desired: You do not need to be able to read or write codes or languages relevant to websites (e.g., HTML, XML, CSS, PHP), but some understanding of HTML is helpful.

·      Required: A good grasp of the basics of web design and website development, graphic design, audio/video production. The ideal candidate does not need to do the developing, designing, photographing, etc. – but she/he should have a basic understanding of what those technical experts do, such that she/he can discuss the development and maintenance of collateral with technical experts, and can troubleshoot common issues, working with the Communications Advisor. Desired: Graphic design, photo editing and audio/visual production experience. Experience using professional software such as from the Adobe Creative Cloud is not necessary, but it is a bonus (particularly InDesign and Illustrator). A basic grasp of the modalities of professional text and graphics printing is desired but not required (e.g., color matching, binding options, paper thicknesses and finishes, differences between digital and offset printing).

·      Required: Very strong skills using the Microsoft Office suite, namely PowerPoint and Word (including using and editing templates and more advanced formatting options) and Excel.

·      Required: A high level of professionalism in written and verbal interactions and the ability to work effectively with others and be comfortable interacting with all levels of staff and senior leaders from other organizations. Desired: experience liaising with numerous external parties in an international setting.

·      Required: Very strong organizational skills and attention to detail, including in relation to record keeping and process management. Comfortable multi-tasking and using initiative to solve unexpected problems.

·      Required: Fluency in English.

·      Required: Existing permission to work in the US and a willingness to work in New York. Essential duties are typically performed in a shared office setting. There may be some limited travel involved.


·      Health care: full individual coverage through Shift’s US healthcare plan.

·      Vacation: 4 weeks per year plus official US holidays. Sick leave and parental leave are also provided for.

·    Retirement: employer contribution of 3% p/a.

Level of Language Proficiency

Fluency in English

Professional Level

None specified

Minimum Education Required

No requirement

How To Apply

Application Deadline: March 23, 2018

Please submit a 1 page (maximum) letter of interest, CV, short writing sample and contact details for 3 references by email marked to the attention of Barbara Koneval, Finance and Operations Manager, at info[at]shiftproject.org with the heading “Application for Operations and Communications Administrator Position”. Interviews will likely be scheduled in the week commencing 26 March.