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Finance Operations Coordinator

3 months 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 enhances collaboration across departments to ensure streamlined and effective operations within the organization.

Key Responsibilities

  • Serve as the primary contact for external stakeholders, including auditors and committee members, managing meetings and ensuring timely delivery of necessary materials.
  • Oversee and implement departmental contracts, ensuring follow-up on outstanding items.
  • Organize and facilitate large meetings, conferences, and workshops, coordinating with relevant directors and external facilitators.
  • Expedite critical documents essential for operations, such as management representation letters and lines of credit renewals.
  • Provide logistical support for travel and meetings, optimizing scheduling for directors.
  • Act as the main point of contact for Finance-related inquiries, ensuring prompt resolution of issues.
  • Support cross-departmental initiatives, including the management of distribution lists and organization of departmental events.
  • Assist in data analysis related to payments, transactions, and expense reports.
  • Maintain project tracking in Asana, ensuring deadlines are met.
  • Participate in meetings, documenting minutes and action items.
  • Coordinate the budgeting process across the Finance Department.

People Responsibilities

No direct reports.

Key Metrics

  • Timely scheduling of important committee meetings.
  • Independent management of significant meetings.
  • Efficient resolution of inquiries and trouble tickets.
  • Keeping leadership informed on relevant events and issues.
  • Completion of tasks and follow-through on pending matters.
  • Effective coordination of meetings to minimize scheduling conflicts.

Key Internal Relationships

  • Finance Leadership Team members, particularly the Chief Financial Officer and Deputy Director of Finance.
  • Administrative liaisons in other Operations Departments.

Key External Relationships

  • Audit Committee Members.
  • External Audit and Tax teams.
  • Consultants and Vendors.

Qualifications

Essential:

  • Undergraduate 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.
  • Capacity to prioritize and oversee activities effectively.
  • Ability to adapt to changes while maintaining performance levels.

Personal Competencies:

  • Proactive and initiative-driven.
  • Commitment to the organization's core values.
  • 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:

  • Proficient in English.
  • Knowledge of additional languages is a plus.