Economic Advancement Program (EAP) aims at the expansive goal of economic advancement in which it seeks to influence systemic change on regions, industries, value-chains and capital flows in ways that contribute to building open and socially just societies. It aims to achieve this by deploying a suite of tools, including: investment capital, policy work, civic and community strengthening, and stakeholder engagement. It will deploy these tools individually or in concert depending on local need and context.
The Administration Manager is responsible for coordinating all of the administrative/operational interface of EAP London office. The role within EAP has been created as a hybrid role focused on developing appropriate approaches and tools for coordinating the administrative work fostering desired outcomes, including developing and managing relationships with other entities, both within and outside the program. This person will be the point of liaison and coordination for all administrative functions of EAP London and will report to the Director of Finance and Operations. The Administration Manager role requires comprehensive knowledge and experience in administration, in creating efficiency and managing people. A successful candidate will exercise significant independence and responsibility and operate with a high degree of accountability. The work, which may be network-wide or involve similarly complex coordination, requires effective communication and collaborative problem-solving. Building and maintaining strong, trust-based relationships internally and in the field of specialization is an important function of the role and frequently involves competing interests, complex cultural or other factors, and tensions between long- and short-term goals.
The post-holder is a supervisor and in this capacity is responsible for leading a team that functions well and exhibits professional growth for its members, and for articulating and fostering the organizational culture, as well as encouraging clear communications and respectful collegiality.
Duties and Responsibilities:
- Representing the EAP London office and acting as a liaison and main point of contact for various administrative functions, such as human resources, finance, budget, legal counsel, facilities, IT, and records management. Responsible for strengthening connections between and among OSF’s operation teams and/or functions consistent with OSF’s broader priorities, identifying opportunities where a shared approach might have the potential to create a broader impact.
- Lead event logistical planning for thematic and EAP internal events, including identifying the optimal human resourcing (direct management, internal sourcing, or outsourcing) and overseeing the management of events to ensure they are organized and delivered with the highest degree of professionalism (e.g. staff retreats, advisory board meetings, program related events and convening’s)
- Create and maintain and up to date EAP team calendar of all team members’ whereabouts as well as maintain and update the overall EAP Programmatic calendar.
- Oversee on-boarding of new employees in collaboration with HR and EAP leadership.
- Contributing to shaping organization-wide policies and strategies across administrative/finance areas.
- Roll out and operationalize new policies, procedures, and tools. Helping train staff on new processes and systems. Developing additional standardized tools, templates, processes, and workflows as needed.
- Applying in-depth knowledge of technology solutions used at Open Society and assisting staff with troubleshooting and training (e.g. Contract Online, Adaptive Budgeting, Workday, PassagePoint, Concur, etc.).
- Manage team of three (3) administrative staff to carry out support functions and coach them through existing processes, systems, and tools. Includes communicating clear expectations, setting performance objectives, providing regular and timely performance feedback, and leading documented performance reviews;
- Coordinates with two (2) Program Administrative Specialists on capital deployment activities (grants and contracts) of EAP.
- In close collaboration with HR Partner and Director of Finance and Operations build a consolidated approach towards professional development across EAP.
Skills and Abilities:
- Extensive experience writing effective policies, procedures, and standard operating procedures; demonstrated familiarity with planning for and creating new administrative systems.
- Demonstrated proficiency in using data management and visualization platforms and databases (e.g. Salesforce, NetSuite, Foundation Maps, etc.).
- Demonstrated ability to set up processes, systems, and workflows and ensure adherence and follow-up.
- Proven ability to prioritize a wide range of assignments and consistently deliver at a high level of quality in high pressure, fast-paced environments.
- Demonstrates an understanding of the implications of the power differential inherent in the supervisory relationship, and demonstrates the ability and the willingness to handle such relationships properly and respectfully in a manner that fosters both quality work as well as the growth and development of colleagues;
- Demonstrated success and experience in making improvements to internal systems and applying best practices.
- Proven ability to build and maintain relationships with a wide array of people with diverse backgrounds throughout a complex organization.
- Extensive experience making administrative, procedural decisions and judgments on sensitive and confidential issues.
- Familiarity with complex administrative policies and procedures and operating within them and ability to quickly understand and use policies and procedures.
- Excellent writing/editing skills in English.
- Excellent attention to detail.
- Organized; strong project management ability; self-directed.
- Strong data collection and analytical skills.
- Demonstrated ability to use discretion and judgment regarding sensitive and confidential issues.
- Collaborative, collegial working style.
- Bachelor’s degree in a relevant field of study or equivalent experience/qualifications.
- 5-7 years of work experience in a situation relevant to the duties of this role, sufficient to develop demonstrable competence in skills as indicated above.
- Prior people management experience is essential
We are strengthened by the diversity of our colleagues across the Open Society Foundations. We welcome applications from people of all cultures, backgrounds, and experiences, and are committed to providing reasonable accommodations so that colleagues with disabilities are able to fulfil the essential functions of the job.