Operations Officer - London, United Kingdom - Open Society Foundations

Open Society Foundations

Verified Company

London, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

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 logístical 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 logístical 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 goto 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 fastpaced 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 solutionsoriented 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 multicountry stakeholders
Willingness to adjust working hours to include calls and discussions with colleagues and vendors located in various geographic