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.