Open Society Foundations
OperationsOfficer,Europe
“Operations Officer, Europe at Open Society Foundations. Skills: Process Management, Cross-functional Coordination, Vendor Management, Stakeholder Management. Oversee management and coordination of outsourced facilities management vendor.. Review and process vendor invoices and reports.”
Industry & Context.
Ability to analyze complex data sets and draw insights to inform the local operations.
Ability to work on-site regularly due to the facilities and office-facing nature of the role., Fluent in the local language where the role is based and an excellent working knowledge of English, Travel is required., Willingness to adjust working hours to include calls and discussions with colleagues and vendors located in various geographic regions.
What They're Looking For.
Must Have
Educated to a degree-level (or equivalent), Experience in facilities, workplace, office operations, or generalist operations within a multi-stakeholder environment., Experience managing or coordinating vendors, service providers, contracts, invoices, or facilities-related services., organizational skills with the ability to manage competing priorities independently., Proven ability to build relationships across different levels of seniority and functions., Experience supporting operational administration such as invoice processing, payment tracking, procurement, records, or budget support., Ability to work on-site regularly due to the facilities and office-facing nature of the role.
Nice to Have
Prior experience of operations support in a similar role., Prior experience in working in a non-profit, Have a basic understanding of real estate management principles., Ability to communicate clearly, efficiently and between audiences of varying seniorities., Experience managing contracts and vendor management., Basic understanding of local compliance and regulations., Ability to analyze complex data sets and draw insights to inform the local operations., Organizational proficiency, being able to work across competing priorities while proactively responding to incoming requests/communications., Able to communicate appropriately across diverse audiences/stakeholders., Excellent written, verbal, organizational, analytical, and interpersonal good listening and communication skills with sensitivity to cultural communication differences., Commitment to listening and working with ways of working that are respectful to all and that support space and voice for all diverse perspectives in our workplace., Demonstrates commitment to OSF’s core values of humility, commitment, collaboration, respect, inclusivity and integrity., 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., Drives a customer service focused culture throughout the team to deepen relationships leveraging systems and knowledge., Ability to drive operational efficiency through building effective interpersonal relationships.
What You'll Do.
Oversee management and coordination of outsourced facilities management vendor.
Review and process vendor invoices and reports.
Track budgets for outsourced facility management services.
Maintain accurate records of vendor contracts and service agreements.
Support location specific operational questions
Support health and safety activities.
Manage contracts and vendors for local outsourcing.
Review local procurement and contracts prior to signing.
Serve as local signatory in operational processes.
Process and monitor invoices for rent and other payments.
Answer budget related inquiries.
and monitor operational systems and processes.
Coordinate local requirements with local Operations Directors.
Lead special projects in Global Operations.
Support implementation of Office culture initiatives.
third party events and Global Operations events.
How You'll Work.
Team & Collaboration
Drive cohesion among geographically located staff.; Create ownership of operations issues.; Work closely with the Associate Director.; Work closely with the SHEQ Officer.; Co-lead with assurance and review of local procurement.; Work closely with Finance.; Support coordination of local requirements with local Operations Directors.; Be a thought partner and collaborator for events.
Communication Scope
Ability to communicate clearly, efficiently and between audiences of varying seniorities.; Able to communicate appropriately across diverse audiences/stakeholders.; Excellent written, verbal, organizational, analytical, and interpersonal good listening and communication skills with sensitivity to cultural communication differences.
Process & Methodology
Lead special projects
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