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Administration Officer - Washington, United States - Open Society Foundations
Description
Administration Officer - Hub for DemocracyWashington, DC Posting Date:
04/22/2024.
Deadline:
05/09/2024
Role Title
Administration Officer
Reporting To
Associate Director, Programs
Program/Tool/ Department/Unit Name
Programs
Team Name
Hub for Democracy
About
The Open Society Foundations work to build vibrant and inclusive democracies whose governments are accountable to their people.
To achieve this mission, we provide thousands of grants every year to groups and individuals across the globe that work on the issues we focus on-promoting tolerance, transparency, and open debate.
We also engage in strategic human rights litigation and impact investing, while incubating new ideas and engaging directly with governments and policymakers through advocacy to advance positive changeOpportunity Description
This work will focus on developing a hub for learning, support, and coordination among globally diverse democratic activists and academics.
The hub will be inclusive and responsive to the needs of these leaders, particularly those in the Global South, and will consider the right kinds of support, structures, and partners needed to develop the hub.
RolePurpose
Administration Officers are assigned to Senior Directors, Managing Directors, Directors of Programs and VPs; they take on advanced executive assistant responsibilities to enable leaders to focus on strategic value activities.
Examples of activities could include preparing briefing materials, presentations, events management, contracts administration, logistics support, travel arrangements, and credit card reporting.
Key ResponsibilitiesSupport Senior Directors, Associate Directors Programs and VPs with administrative functions, including planning complex stakeholder meetings/events, researching/arranging logistics and coordinating schedules
Serve as a critical communications liaison between the Senior Directors/Managing Director/Directors of Programs, VPs, Operations Directors, and the OSF Network as a whole, exercising considerable discretion and working under limited supervision
Generate and prepare a variety of materials in advance of routine and special engagements, preparing briefing materials, meeting agendas and logistics notes, presentations, and reports as needed
Supports project management as required and take notes in meetings
Manage a wide range of administrative and executive support tasks, including events management and logistics support
People Responsibilities (Total Team/DRs)
No
Key internal relationships
VP Programs, Senior/Managing Directors, Executive Assistants, Department Directors, Global Operations, Grants Management
Key external relationships
External organisations and vendors relevant to the Hub for Democracy and for events management and logistics.
Experience
Essentia
l :
Proven experience preparing presentations, reports and briefing materials in English for senior leaders
Multiple years of prior experience in providing executive support services and event planning supporting senior leaders
Proven experience in collaborating, engaging and supporting multi-country stakeholders
Multiple years of prior experience in providing executive support services. This is inclusive, but not exhaustive, of extensive diary management (for leaders), group meetings arrangements (for senior leaders), proactively creating meeting agendas, expenses management and taking high-quality meeting notes for multiple stakeholders across multiple locations globally
Proven expertise in event planning and delivering to an exceptional standard; supporting senior leaders and convening geographically dispersed teams
Experience in working with external partners to support events, meetings and the support of executive leadership
Proven experience in collaborating, engaging and supporting multi-region stakeholders (operating in Europe, Middle East, Africa and Asia as well as The Americas)
Track record of effectively managing contracts and managing invoices; this includes full completion of Contract Access Business Owner and Payments Training (3 Day Instructor-led course)
Multiple years of prior working experience and functional expertise within this specific department either at Open Society Foundations or other international organisations.
CompetenciesFunctional
Competencies:
Excellent writing and communication skills with the ability to express ideas, request actions, and/or formulate plans or policies
Ability to effectively plan, organize, and prioritize activities to efficiently meet objectives (within a complex and multi-geography environment)
Ability to manage, analyse data and draw insights for managers
Proficiency in office software and technology (e.g., MS Office Suite).
Attention to detail and problem-solving skills
Professional discretion and judgement in dealing with confidential information
Personal
Competencies:
Commitment to listening and working with humility; ways of working that are respectful to all people; 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
Managing Change - Ability and skill to demonstrate a change mindset as well as plan, execute and monitor activities during times of change whilst keeping performance levels up
Able to build consensus with diverse audiences/stakeholders
Possesses cultural sensitivity to work respectfully and effectively in different settings
Languages:
Fluent knowledge of English
Fluency in local language for this position
Knowledge of other languages (appropriate to the location and/or opportunity focus) would be an asset
The salary range for this role is $64,700 - $113,200.
The final offer is influenced by a wide array of factors including but not limited to skill set and level of experience .
Subject to local laws, regular employment contracts may be converted to fixed-term contracts to align with the intended duration of the employment for the purposes of working on that opportunity; or alternatively the current permanent contract will be kept in place, with a side letter confirming the duration of the assignment to the time-limited project.
Open Society Foundations is committed to advancing diversity, equity and inclusion, and to building a diverse staff that reflects the movements, issues and communities that our mission serves.
We are committed to providing reasonable accommodations to applicants and colleagues with disabilities.
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