Administration Officer

Description

This work will explore how crime and criminalization are being used to foster authoritarian speech. Areas of exploration will include a range of progressive solutions to support the communities most affected by crime and criminalization.

Role Purpose

AdministrationOfficers are assigned to Senior Directors,Managing Directors, Directorsof Programsand VPs; theytake on advanced executive assistant responsibilitiesto enable leaders to focus on strategic valueactivities.Examples activities could includelogistics support,events management,schedule management,preparing briefing materials, presentations, contracts administration, credit card reporting, and travel arrangements.

Key Responsibilities

Manage a wide range of administrative and executive support tasks, including events managementand logisticssupport Operational and financial management: Budget, tracking expenses and payments. Support Senior Directors/Managing Directorsand VPs with administrative functions,including coordinating schedules, planningcomplexstakeholdermeetings/events, and researching/arranging logistics Serve as a critical communications liaisonbetween the Senior Directors/Managing Director/Directors of Programs,VPs, OperationsDirectors,and the OSF Networkas 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 Takenotes in meetings and supports project management as required

People Responsibilities (Total Team/DRs)

No

Key internal relationships

VPPrograms,Senior/ManagingDirectors, Executive Assistants,Department Directors, Global Operations, Grants Management

Key external relationships

External organisationsand vendorsrelevant for event management and logistics

Experience

Essentia l :

Multiple years ofpriorexperienceinproviding 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 managementand taking high-quality meeting notes for multiple stakeholdersacross multiple locations globally Provenexpertise inevent planningand delivering to an exceptional standard;supportingsenior leadersand 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 supportingmulti-regionstakeholders(operating in Europe, Middle East, Africa and Asia as well as The Americas) Track record of effectively managingcontractsand managing invoices; this includesfull completion ofContract Access Business Owner and Payments Training (3 Day Instructor-led course) Multiple years of prior workingexperienceand functional expertise within this specific department either at Open Society Foundations or other international organisations

Competencies

Functional Competencies:

Excellent writingand communicationskills 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:

Fluentknowledge of English and Spanish Knowledge of other languages such as French or Portuguesewould be an asset

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.

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