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Operations Officer
4 months ago
Operations Officer. London. Posting Date: 05/17/2024. Deadline: 05/30/2024
Role Title
Operations Officer, Finance
Reporting To
Deputy Finance Director
Team Name
Accounting & Compliance
Role Purpose
The Finance Operations Officer will provide cross-functional administrative, systems, and logistical support to leaders and staff in the finance team; facilitates cross departmental collaboration within the Finance team and across other program and operational teams to enable efficient and effective operations within the department.
Key Responsibilities
Function as liaison with external parties, such as external auditors and audit committee members, managing committee meetings including scheduling and run of show, delivery of materials, follow up on outstanding deliverables with tact and maturity
Manage and execute departmental contracts such as engagement letters and vendor and service provider agreements with follow up on outstanding items
Plan and manage large group meetings, conferences, and workshops, coordinating relevant directors and external facilitators on agenda and logistics
Coordinate and expedite important documents critical for OSF (Open Society Foundation) operations, such as Letters of Direction to the Administrative Trustee, management representation letters, lines of credit renewals, etc.
Provide logistical support for travel and meetings of directors, such as Finance Leadership quarterly in person meetings; coordination of calendars for optimal scheduling
Act as primary contract for Finance trouble tickets, distributing to appropriate staff, following up to ensure completion or resolution; function as a Finance go-to person for information or assistance, treating all staff with consideration, respect, and genuine concern for prompt resolution of issues
Provide cross departmental support such as management of distribution lists, organization of departmental events, and training
Provide support in analysing data (payments, transactions, expense reports etc.)
Maintain project list in Asana, monitor deadlines,
Participate in group meetings, create minutes and list of actions, decisions
Coordinate the budgeting process among the units within the Finance Department
People Responsibilities (Total Team/DRs)
No
Key metrics
Scheduling of Audit Committee meetings with sufficient advance notice to ensure attendance by Committee members and timely delivery of materials
Independent management of important meetings, such as Audit Committee Meetings, Employee Benefits Committee meetings (CFO is chair), or finance leadership meetings
Timely resolution of trouble tickets
Keeping leadership up to date on current and future events or issues
Completeness of tasks and follow through on pending issues
Meetings are coordinated across participants to minimize conflicts
Key internal relationships
Members of the Finance Leadership Team, especially the Senior Director / Chief Financial Officer and Deputy Director Finance
Administrative liaisons within other Operations Departments, such as General Counsel, Senior Director of Global Operations, Chief Information Officer, etc. and other operations staff in OSF offices
Key external relationships
Audit Committee Members
External Audit and Tax teams (e.g., KPMG, PWC, Grant Thornton etc)
Consultants and Vendors, such as facilitators or meeting venue sites
Qualifications
Essential:
Undergraduate degree in a relevant field or adequate equivalent degree and
Experience
Essential:
Substantial experience providing executive support in a large organization
Desirable:
Previous experience in a global organization
Previous experience in a similar industry/ organization
Functional Competencies:
Manage work efficiently in a fast-paced environment, troubleshoot and follow through on projects to completion, possess strong attention to detail, while meeting strict deadlines
Excellent computer and analytical skills, proficient in Microsoft Office and experience with internet research
Strong communication (written, verbal and listening), interpersonal and organizational skills with the ability to show discretion and handle confidential issues
Must be able to exercise critical thinking skills including good judgment and be a solutions-oriented individual
Ability to plan, organize, prioritize, and oversee activities to efficiently meet objectives
Ability and skill to demonstrate a positive change mindset as well as plan, execute and monitor activities during times of change while keeping performance levels up
Personal Competencies:
Comfortable taking initiative and proactive thinking
Demonstrates commitment to OSF's core values of humility, commitment, collaboration, respect, inclusivity, and integrity
Proven experience in collaborating with multi-country stakeholders
Willingness to adjust working hours to include calls and discussions with colleagues and vendors located in various geographic regions
Commitment to continuous learning and growth in the areas of diversity, equity, inclusion, antiracism, and social justice
Excellent professional judgment on issues requiring sensitivity, confidentiality, and discretion as well as diplomatic skills
Strong Negotiation Skills for vendor management
Languages:
An excellent knowledge of English
Knowledge of other languages would be an asset
Competitive rates of pay apply.
Open Society Foundations is committed to advancing diversity, equity and inclusion, and to building a diverse staff that reflects the movements, issues and communities that our mission serves. Candidates from all underrepresented backgrounds, identities and communities are encouraged to apply.
We are committed to providing reasonable accommodations to applicants and colleagues with disabilities.
JR
