Program Administrative Specialist

Open Society Foundations
  • Location
    Berlin, Germany
  • Sector
    Non Profit
  • Experience
    Early Career / Mid Career
  • Posted
    Sep 25

Position description

Program Administrative Specialist, Finance Department, Berlin, Deadline: 10/09/2018

The Audit Department is a strategic partner for OSF Senior Management, OSF Audit Committees and OSF units (National and Regional Foundations (NRF) and Programs) through providing professional consultancy, assurance, investigation, systems assessment, and risk management related support services, that aim at understanding and managing risks connected to OSF's operations, and support decision-making.

Job Profile

The Audit Department is recruiting for an experienced administrator to join its team in Berlin.

This position is a full time administrative/operational role requiring skills specific to the OSF Audit Department to advance its strategy, work plan and the services it provides within OSF. The role will be integrated into the Global Finance and Grant Management function (GMGF) of which it is a part. The incumbent needs to understand the nature of work performed by the audit team, each of its team member, and will be included in the flow of information about, and contribute to developments related to the department. The candidate will be providing administrative, project management, and financial and internal control specialist support to help the audit department deliver on its objectives with maximum efficiency and effectiveness.

The level of supervision and independence will vary: in the areas of administrative and project management support the candidate will be expected to work independently with no or minimal supervision. Whilst in case of tasks connected to financial and internal control analyses completed in support of professional services provided by the department, the level of independence and supervision will vary depending on the complexity of the specific task.

In addition to knowledge of OSF-specific matters, the role calls for specialized knowledge of: understanding accounting principles and concepts, elements of financial statements at a level that enables performing financial statement analyses at a high level and spotting matters requiring attention; understanding of principles and workflows in the areas financial management, and internal controls of organizations. The candidate should also have basic understanding of what is involved in financial statement audits, and internal control assessments completed by professional auditors, and the nature of information usually requested by auditors during such engagements.

This role is responsible not only for completing work in assigned areas with limited supervision, but also for identifying problems and resolving them in consultation with others and, as necessary, with guidance from the Audit Director and the Audit Managers of the department. The incumbent has a high level of responsibility for establishing and maintaining effective and constructive working relationships both internally and externally and may also be responsible for managing projects of some complexity.

Typical Duties and Responsibilities:
  • Providing advanced administrative support for the audit team by performing operational work that helps achieve the goals and plans of the department. Includes managing most issues independently, identifying new administrative/operational needs and developing/implementing solutions.
  • Reviews reports and other documents for compliance, accuracy, and readability; this may include review of data to assure that it is accurate and complete in accordance with appropriate protocols.
  • Stays abreast of relevant policies and compliance requirements and assists staff with understanding, operationalizing, and adhering to relevant policies and guidelines.
  • Assists in events and managing related travel, logistics, and budgets. Liaises with vendors (e.g. event planners, translators, professional trainers, etc.) and negotiates contract terms and conditions. Manages administrative issues related to the work of retained consultants (and their logistical support).
  • Assists in project planning and resource coordination of team members located in the head office and at other OSF entities hosting members of the audit team. Supports team task management through maintaining and following up on action items of department meetings and events, when requested.
  • Assists in the development and management of the audit department's budget, including planning, tracking, and variance monitoring and reporting.
  • Ad-hoc responsibilities: may be asked to take on other significant operational responsibilities such as overseeing translation and communications-related projects.
  • May be involved in conducting basic research; collecting, compiling, and analyzing data in support of grantee audits, fraud audits, risk management projects, internal and external audits of OSF entities, and other similar tasks.

Candidate Profile

  • The Administrative Specialist will ideally have administrative experience at a large, complex, multinational organization.
  • The role requires fair level of knowledge of (generally accepted) accounting principles, financial management, internal controls, policies, guidelines, and processes.
  • Incumbents must demonstrate high proficiency with office technology and IT solutions used by OSF. Must be comfortable learning new proprietary software systems.
  • Proficiency in managing data in a complex environment is critical.
  • This role requires proficiency in using data management and visualization platforms and databases (e.g. Salesforce, NetSuite, Cx, etc.).
  • The incumbent needs the ability to set up processes, systems, and workflows and ensure adherence to procedures and follow-up.
  • Experience with record keeping, budget management, and finance administration is important.
  • Experience with multi-tasking and working independently on complex administrative tasks, and high level of proactiveness, is necessary in this role.
  • The role requires the ability to build and maintain relationships with a wide range of people from diverse backgrounds within a complex organization.
  • Experience making administrative and procedural decisions and judgments on sensitive and confidential issues is useful.
  • Excellent interpersonal skills and demonstrable expertise in handling personnel-related issues and information in a confidential manner are necessary.
  • High level of proficiency in written and spoken English is required; proficiency in written and spoken German is preferred.
  • Bachelor's degree in finance, or equivalent experience/education.
  • 3-5 years of progressively responsible experience in a situation relevant to the duties of this role is required to develop the skills needed for this role.

Competitive rates of pay apply.

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 adjustments so that colleagues with disabilities are able to fulfill the essential functions of the job.
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