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Operations Officer
3 months ago
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 DepartmentPeople 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 conflictsKey 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 officesKey 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 sitesQualifications
Essential :
Undergraduate degree in a relevant field or adequate equivalent degree andExperience
Essential :
Substantial experience providing executive support in a large organizationDesirable:
Previous experience in a global organization Previous experience in a similar industry/ organizationFunctional 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 upPersonal 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 managementLanguages:
An excellent knowledge of English Knowledge of other languages would be an asset