Head of Operations

Grain and Feed Trade Association

About the Organisation

Grain and Feed Trade Association (Gafta) is a leading international trade association representing over 1,900 members in 100 countries. We provide essential services to the global agricultural commodities industry, including arbitration, training, and trade assurance. Our mission is to promote free and fair trade, uphold high standards, and support our members with expertise and innovation.

About the role

An exciting opportunity to join the senior management team in a well-established and highly regarded London-based international membership organisation. This pivotal role involves governance, finance, HR, operations, technical support, and member services, ensuring the smooth running of our organization and compliance with regulatory requirements. Gafta owns its London office, which is a listed building in the heart of London. Supplier contracts, safety, staff training, and compliance are key to this role.

You will have proven experience in governance, operations, and compliance, with strong leadership and organizational skills. A proactive approach to problem-solving, excellent communication abilities, and familiarity with HR, finance, and IT systems are essential. Knowledge of corporate governance and employment law is highly desirable.

Responsibilities

• Governance and Council Support: Coordinate all Gafta Council and AGM meetings, manage Companies House filings, verify new directors, prepare agendas and Council papers, and organise annual nominations, ballots, and training.
• Finance: Act as an authorised banking user; support payment processing and audits; coordinate end-of-year accounts and statutory filings; minute Finance Sub-Committee meetings.
• HR, Health and Safety: Maintain staff records; manage inductions, policies, and contracts; issue salary letters and KPIs; organise performance reviews and recruitment; oversee health and safety compliance and training.
• Operations and Contract Management: Line-manage the Operations Manager; manage Gafta’s listed building and service contracts; maintain multi-year maintenance plans; authorise invoices.
• Technical Support: Serve as the central contact for IT, CRM, and website providers; lead digitalisation strategy; develop AI usage guidance; manage cybersecurity and staff IT training.
• Approved Registers and Sustainability: Oversee key services, including the Approved Registers scheme; support sustainability initiatives and data collection; promote services in collaboration with internal teams.
• Membership and Insurance: Process membership applications and sanctions checks; manage member communications; lead insurance renewals and claims, including staff health coverage.
• Proofreading: Proofreading all Gafta publications before publication
• Additional Duties: Line manage 2 members of staff, proofread publications, attend external trade events, and contribute to strategic decision-making as part of the Senior Management Team.

Council Support:

• Attend and minute all Gafta Council (Board) meetings and the AGM, including those held overseas.
• Keep Companies House updated with details of all new and retiring Council members
• Arrange online verification of all new Gafta Council members (Directors)
• Produce the agenda for Council meetings in conjunction with the DG, and coordinate the production of all Council papers and ensure they are distributed to Council members in good time
• Arrange the annual call for nominations for election to Council, organise the ballot and the notice of the AGM to members
• Organise the annual ‘New Directors’ training for incoming Gafta Council members
• Act as a first point of call for Gafta Council members’ enquiries
• Coordinate the content, production, signing and distribution of Gafta’s Annual Report
• Act as the custodian of Gafta’s Rules and Code of Conduct and the Memorandum and Articles of Association, and make changes as advised by Gafta’s General Counsel and Company Secretary
• With the Operations Manager, coordinate the gifts for the outgoing President and retiring Council members

Finance:

• Act as an authorised user of Gafta’s banking system and carry out authorisation tasks as required
• Support Gafta’s accountant through keying payments as required and, along with the DG, releasing them
• Attend meetings as required with HSBC
• Support Gafta’s accountant, DG, General Counsel and Company Secretary with the annual audit
• Coordinate the production of the end-of-year accounts and arrange to send them to members
• File the annual accounts with Companies House
• Attend and minute the Finance Sub Committee meetings

HR, Health and Safety:

• Ensure all staff records are up to date and, with the Operations Manager, ensure the new staff induction training and checks are carried out and documented.
• Ensure all staff undertake appropriate health and safety training, including onsite first aiders and fire marshals
• Work with the Operations Manager to update staff policies and procedures on an annual basis
• Work with the DG and General Counsel, and Company Secretary to update the staff handbook and staff contracts as required
• Produce and send the annual salary letters to staff
• Send the annual staff KPIs out to all staff after consultation with the DG
• Ensure the six-monthly performance review meetings are arranged and that the reports are filed
• Coordinate the recruitment of new staff in consultation with the relevant line managers.
• Act as the internal coordinator, if staff complaints cannot be resolved by their line manager
• Work with the DG and General Counsel, and Company Secretary on all HR and Legal matters
• Liaise, if required, with Gafta’s external HR support to organise grievance meetings, settlement agreement meetings, etc.
• Attend regular CPD training on Employment Law
• Act as the central coordinator for all Health and Safety at Work matters for Gafta. Work with the Operations Manager to organise regular fire safety training, annual ‘home office’ H&S assessments and electrical PAT assessments are carried out. Attend relevant CPD training as required

Contract Management:

• Act as a line manager to the Operations Manager
• Take overall responsibility for the Gafta listed building at 9 Lincoln’s Inn Fields and liaise with surveyors, service providers, utilities, Council Tax, and all companies providing services to the building, along with the Operations Manager
• Ensure the multiyear maintenance plan is maintained
• Review and maintain all the contracts related to the above with the Operations Manager. Make recommendations to the DG and General Counsel, and Company Secretary on contract renewal and replacement
• Check and authorise all invoices related to building and services (including IT) contracts, and pass on to Gafta’s accountant

Technical Support:

• Take overall responsibility for liaising with all Gafta’s IT, CRM and website providers and act as the central point of contact for staff on technical issues
• Manage staff IT literacy and safety training
• Work with the Operations Manager to maintain and update the register, function, replacement, and contracts relating to all Gafta’s IT, communication equipment needs.
• Lead the development of an internal digitalisation strategy for Gafta, building on the external report developed by D2 Legal Technology
• Develop guidance on AI usage for staff and Gafta Arbitrators in consultation with the DG and General Counsel, and Company Secretary.
• Take responsibility for minimising the risk of hacking, spam, scams and cyber-attacks, communicate as appropriate with staff and members, and organise relevant training.
• Work with the Arbitration Manager to ensure all contract changes are made, communicated to members and updated on the Gafta website

Approved Registers:

• Act as line manager to Gafta’s Technical Manager and Sustainability Manager
• Oversee the management of one of Gafta’s key services, the Approved Registers scheme
• Attend the ARC Committee meetings and support the Technical Managers in dealing with queries and complaints
• Support the Sustainability Manager in the further rollout of the Gafta ‘Sustainability Pledge’ and in collecting and collating data for Gafta reports
• Explore ways with the Sustainability Manager, the Technical Manager and the Head of Training and Events, to further promote this service

Membership:

• Support the Operations Manager to manage Gafta membership applications. Carry out sanctions checks on new members and advise on eligibility and other requirements
• Work with the Head of Training and Events to ensure that new member communication effectively cascades information about the benefits of Gafta to employees within companies
• Act as one of the receivers of emails at [email protected] and liaise internally to distribute enquiries appropriately
• Organise and distribute ‘all member’ circulars as appropriate

Insurance:

• Take the lead on all insurance policy renewals and claims with Gafta’s insurance broker, and arrange and attend renewal meetings
• Take the lead on the renewal of Gafta’s private health insurance cover for staff.

Other:

• Proofread Gaftaworld and each Gafta publication before publication
• Attend external events, regional/international trade dinners on behalf of Gafta, as required
• Act as a member of the Senior Management Team

Skills, Competencies, Experience & Attributes

• 10+ years’ experience at a senior management level
• Relevant professional qualifications and memberships
• Experience in managing and maintaining an office building and all associated contracts
• Experience in line managing a team
• Exceptional administration skills
• Extensive IT literacy and experience of working across multiple systems, including CRM and CMS packages, video conferencing and Microsoft Office
• Experience of working in a membership organisation
• Experience of working with committees
• Ability to plan, prioritise and deliver to tight deadlines
• Excellent interpersonal and ambassadorial skills
• Experience in managing budgets
• Flexible, positive and team-centred attitude

Compensation & Benefits

• Competitive salary
• Private health insurance
• 25 days of annual leave
• Generous pension contributions
• Professional development and CPD opportunities
• A collaborative and supportive work environment
• Probationary period 6 months
• The chance to influence strategy and shape the future of an international trade association

Working locations

• Hybrid model, working in the London office and remotely
• Occasional evening/weekend work and international travel

How to apply

• Before applying for this position, you need to submit your online CV
• If you are interested in this role and believe you have the experience and skills required, please submit an up-to-date CV. Due to the volume of applications, if you do not hear back within 5 days of submitting, please consider it unsuccessful on this occasion.

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