Finance Operations Coordinator

4 weeks ago

London, Greater London, United Kingdom Open Society Foundations Full time

Role Title

Finance Operations Coordinator

Reporting To

Deputy Finance Director

Team Name

Accounting & Compliance

Role Purpose

The Finance Operations Coordinator is responsible for delivering comprehensive administrative, systems, and logistical support to the finance team. This role facilitates collaboration across departments to ensure smooth and effective operations within the organization.

Key Responsibilities

  • Serve as the primary liaison with external stakeholders, including auditors and committee members, overseeing meeting arrangements, documentation delivery, and follow-ups with professionalism.
  • Oversee and manage departmental contracts, ensuring timely execution and resolution of outstanding items.
  • Organize and coordinate large meetings, conferences, and workshops, collaborating with relevant directors and external facilitators on agendas and logistics.
  • Expedite critical documents essential for organizational operations, including management representation letters and credit renewals.
  • Provide logistical support for travel and meetings, ensuring optimal scheduling for finance leadership gatherings.
  • Act as the main contact for finance-related inquiries, distributing tasks to appropriate staff and ensuring prompt resolution of issues.
  • Support cross-departmental initiatives, including managing distribution lists and organizing departmental events.
  • Assist in data analysis related to payments, transactions, and expense reports.
  • Maintain project tracking in management software, ensuring deadlines are met.
  • Participate in team meetings, documenting minutes and action items.
  • Facilitate the budgeting process across finance units.

People Responsibilities

No direct reports.

Key Metrics

  • Timely scheduling of committee meetings with adequate notice.
  • Independent management of significant meetings.
  • Efficient resolution of inquiries.
  • Keeping leadership informed on relevant events and issues.
  • Completeness and follow-through on tasks.
  • Effective coordination of meetings to minimize scheduling conflicts.

Key Internal Relationships

  • Members of the Finance Leadership Team, particularly the Chief Financial Officer and Deputy Director of Finance.
  • Administrative contacts within other Operations Departments.

Key External Relationships

  • Audit Committee Members.
  • External Audit and Tax teams.
  • Consultants and vendors for meetings and events.

Qualifications

Essential:

  • Bachelor's degree in a relevant field or equivalent experience.

Experience

Essential:

  • Significant experience providing executive support in a large organization.

Desirable:

  • Experience in a global organization.
  • Experience in a similar industry.

Functional Competencies:

  • Ability to manage work efficiently in a dynamic environment.
  • Strong analytical skills and proficiency in Microsoft Office.
  • Excellent communication and organizational skills.
  • Critical thinking and problem-solving abilities.
  • Capability to prioritize and oversee multiple activities.
  • Positive mindset towards change and adaptability.

Personal Competencies:

  • Proactive and initiative-driven.
  • Commitment to core values of the organization.
  • Experience collaborating with diverse stakeholders.
  • Willingness to adjust working hours for global collaboration.
  • Dedication to continuous learning in diversity and inclusion.
  • Strong judgment and diplomatic skills.
  • Negotiation skills for vendor management.

Languages:

  • Fluency in English.
  • Knowledge of additional languages is advantageous.

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