Administration Officer - Hub For Democracy

Administration Officer

• Hub for Democracy. Washington, D.C.. 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 change

Opportunity 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.

Role Purpose

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 Responsibilities

• Support 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

Essential:

• 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.

Competencies

Functional 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.

Competitive rates of pay apply.

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. Candidates from all underrepresented backgrounds, identities and communities are encouraged to apply.

We are committed to providing reasonable accommodations to applicants and colleagues with disabilities.