At a Glance
- Tasks: Drive operations cohesion and support cultural transformation across Europe.
- Company: Join a leading non-profit focused on democracy and human rights.
- Benefits: Generous time off, health insurance, and professional development opportunities.
- Other info: Flexible work arrangements and commitment to diversity and inclusion.
- Why this job: Make a real impact while developing your skills in a dynamic environment.
- Qualifications: Degree or equivalent experience in operations or facilities management.
The predicted salary is between 40000 - 50000 £ per year.
Location: Berlin, with activity across Europe including London.
Department: Global Operations
Team: Global Operations
Reporting To: Associate Director, Europe
Workstyle: On Site
Contract Type: Regular
Role Purpose
Operations Officers work with the Associate Director of Operations to drive cohesion among geographically located staff and create ownership of operations issues across the localized geography. This role enables the development, implementation, and monitoring of day-to-day operations, processes, and practices to provide visibility into the goals, progress, and obstacles of key initiatives across the organization. The role also supports cultural transformation initiatives across the geographies.
Key Responsibilities
- Facilities Management & Workplace Operations: Lead on and work closely with the Associate Director, responsible for overseeing the management and coordination of the outsourced facilities management vendor and lead in reviewing and processing vendor invoices/reports, tracking budgets for outsourced facility management services, and maintaining accurate records of vendor contracts and service agreements.
- Understand local requirements and support location-specific operational questions, issues, and requirements.
- Collaborate with the SHEQ (Safety, Health, Environment & Quality) Officer on health and safety activities.
- Vendor, Contract & Procurement Management: Lead the management of contracts and vendors for local outsourcing where needed to ensure alignment with global policies. Co-lead with assurance and review of local procurement and contracts prior to signing. Serve as local signatory in various operational processes where required.
- Finance, Budgeting & Invoice Administration: Lead on processing and monitoring invoices for rent and other business-critical payments in all locations for the region. Coordinate with the Associate Director of Operations in budgeting, cash flow monitoring, expense monitoring, and evaluation; coordinate with Finance and respond to budget-related inquiries.
- Operational Systems, Processes & Compliance: Co-lead on the development, implementation, and monitoring of day-to-day operational systems and processes.
- Regional Operations Coordination, Events, Culture and Stakeholder Support: Coordinate local requirements with local Operations Directors for operational activities such as events management, travel, and onboarding of new starters. Lead special projects in Global Operations as required. Support the implementation of Office culture initiatives across geographies. Lead internal events, third-party events, and Global Operations events.
The ideal candidate
Essential Qualifications: Degree or equivalent qualification.
Essential Experience: Experience in facilities, workplace, office operations, or generalist operations in a multi-stakeholder environment. Experience managing or coordinating vendors, service providers, contracts, invoices, or facilities-related services. Strong 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.
Desirable Experience: Prior experience of operations support in a similar role. Prior experience in working in a non-profit.
Functional Competencies: Basic understanding of real estate management principles. Ability to communicate clearly with audiences of varying seniority. Experience managing contracts and vendor management. Basic understanding of local compliance and regulations. Ability to analyze complex data sets and draw insights to inform local operations.
Personal Competencies: Organizational proficiency and the ability to manage competing priorities while responding to requests. Effective communication across diverse audiences and stakeholders. Excellent written, verbal, organizational, analytical, and interpersonal skills; sensitivity to cultural communication differences. Commitment to listening, humility, inclusivity, and respectful collaboration. Willingness to adjust working hours to accommodate calls with colleagues and vendors in various regions. Commitment to continuous learning in diversity, equity, inclusion, antiracism, and social justice. Drives a customer service-focused culture and operational efficiency through relationships and knowledge.
Languages: Fluent in the local language where the role is based and proficient in English. Travel is required; frequency depends on role requirements.
What We Offer: Opportunities to learn, grow, and impact, including a professional development allowance and onsite training. Benefits and perks to promote well-being and work-life balance, including generous time off and flexible work arrangements. Employer-paid health insurance and dental plans for individuals and families. Retirement savings plan and life insurance. Parental leave, reproductive and family planning support, and more. Commitment to a diverse and inclusive workplace that respects all voices.
About Open Society Foundations: Open Society Foundations aim to establish vibrant and inclusive democracies where governments are accountable to their citizens. We promote human dignity, equality, rights, and justice; support governance equity; and engage with global entities, individuals, and policymakers through grants, advocacy, impact investing, and strategic human rights work. We are committed to diversity, equity, and inclusion and provide accommodations to applicants and colleagues with disabilities.
Operations Officer, Europe employer: Open Society Foundations
Open Society Foundations is an exceptional employer, offering a dynamic work environment in Berlin that fosters collaboration and cultural transformation across Europe. With a strong commitment to employee growth, generous benefits including employer-paid health insurance, flexible work arrangements, and a focus on diversity and inclusion, we empower our staff to make a meaningful impact while maintaining a healthy work-life balance.
StudySmarter Expert Advice🤫
We think this is how you could land Operations Officer, Europe
✨Tip Number 1
Network like a pro! Reach out to people in your industry on LinkedIn or at events. A friendly chat can open doors that a CV just can't.
✨Tip Number 2
Prepare for interviews by researching the company culture and values. Show them you’re not just a fit for the role, but for their team too!
✨Tip Number 3
Practice your answers to common interview questions, but keep it natural. We want you to sound confident, not rehearsed!
✨Tip Number 4
Don’t forget to follow up after your interview! A quick thank-you email can leave a lasting impression and show your enthusiasm for the role.
We think you need these skills to ace Operations Officer, Europe
Some tips for your application 🫡
Tailor Your Application:Make sure to customise your CV and cover letter for the Operations Officer role. Highlight your experience in facilities management and vendor coordination, as these are key aspects of the job. We want to see how your skills align with our needs!
Showcase Your Organisational Skills:Since this role involves juggling multiple priorities, it's essential to demonstrate your organisational prowess. Share examples of how you've managed competing tasks effectively in previous roles. We love a good story about keeping things running smoothly!
Communicate Clearly:Effective communication is crucial for this position. Use clear and concise language in your application to show us you can convey ideas well. Remember, we’re looking for someone who can connect with various stakeholders across different levels.
Apply Through Our Website:We encourage you to submit your application through our website. It’s the best way to ensure it gets into the right hands. Plus, you’ll find all the details you need about the role and our organisation there!
How to prepare for a job interview at Open Society Foundations
✨Know Your Operations Inside Out
Before the interview, dive deep into the specifics of operations management, especially in a multi-stakeholder environment. Familiarise yourself with facilities management, vendor coordination, and budgeting processes. This will help you speak confidently about how your experience aligns with the role.
✨Showcase Your Organisational Skills
Prepare examples that highlight your ability to manage competing priorities and maintain organisation in a fast-paced environment. Think of situations where you successfully juggled multiple tasks or projects, as this is crucial for the Operations Officer role.
✨Build Rapport with Interviewers
Since this role involves collaboration across various levels, practice building rapport during the interview. Be personable and engage with your interviewers by asking insightful questions about their experiences and the company culture. This shows your commitment to inclusivity and teamwork.
✨Demonstrate Cultural Sensitivity
Given the role's focus on cultural transformation initiatives, be prepared to discuss your understanding of diverse cultures and how you've navigated them in previous roles. Share specific examples that illustrate your commitment to diversity, equity, and inclusion.
