Associate, Operations

Smile Train is changing the world one smile at a time. We’re always on the hunt for curious, passionate, and innovative thinkers to join our team, to help us do what we do better. If that’s you, please read on.
Smile Train is an international nonprofit headquartered in New York. Our mission is to transform the life of every person impacted by cleft lip and palate. We train and support doctors and medical professionals to provide free life-changing comprehensive cleft treatment to our beneficiaries. Our sustainable model has allowed us to reach 1.5+ million children in 90+ countries to date and we’re just getting started. We are truly changing the world one smile at a time.
We are looking for an Associate, Operations to join our team in Brazil. The Associate, Operations (Brazil) is responsible for ensuring compliant and efficient operations and programs for the local Smile Train entity, Associação Smile Train Brasil, by performing administrative tasks such as data entry, filing, reporting, purchasing, logistics, and auditing in line with local regulations and organizational objectives and priorities.
The Associate, Operations will report to the Country Director, Brazil, and must be based in São Paulo. The approved monthly salary for this role is R$ 5.200,00 to R$ 6.500,00 (CLT), depending on skills and experience. This is a full-time role starting as soon as possible, some domestic travel may be required.
**Key Responsibilities & Duties**
- Provide back-end office support to ensure proper documentation is received, filed, and reported for our Smile Train Brazil entity. For example:
- Monitor cash flow and payments in/out of local bank account
- Monitor and manage receipts and invoices
- Provide tax reports to government as required
- Maintain and file legal documentation
- Monitor and manage employee time sheets
- Perform secretarial duties such as recording minutes for meetings, printing/organizing materials, updating core organizational resources, document translations, etc.
- Deliver logístical support for events, training workshops, visitor programs, etc. which may include itinerary creation/management, travel bookings, meal reservations, and liaising with appropriate stakeholders.
- Perform cost comparisons, send out requests for proposals, place orders, and manage vendors.
- Perform patient audits and facilitate financial audits at our partner centers and work with the Country Director to follow-up on any concerns.
- Proactively respond and work with supervisor and Smile Train regional and global teams so as to keep communication channels open, projects integrated, and the organization moving together.
**Qualifications & Skills**
- Bachelor’s Degree in Business Administration.
- 3-5 years of related work experience, including operations, finance, bookkeeping, administration, purchasing, vendor onboarding, and/or human resources.
- Brazilian national, with full fluency in written and spoken English.
- Well versed in Microsoft Office suite and can comfortably and quickly learn how to use new databases or business intelligence software. Experience with Salesforce a plus.
- Values aligned with good governance, ethics, and integrity best practices.
- Flexibility to work from home or the local office in São Paulo, depending on work projects and deadlines. Office equipment, including laptop, will be provided.
- Strong communication and interpersonal skills with ability to successfully handle issues with diplomacy, tact, and empathy.
- Excellent organization and time management skills and ability to prioritize requests efficiently and effectively.
- Detail-oriented and demonstrates innovative problem-solving skills.
**Application information

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