Operations Officer

Operations Officer. Washington, D.C.. Posting Date: 09/11/2024. Deadline: 09/25/2024

Role Title

Operations Officer, Open Grants Unit (1 vacancy)

Grade Level

Level D, Grade 9

Contract Type

Fixed Term (Until December 31, 2025), with the possibility of extension

Reporting To

Associate Director, Open Grants Unit

Unit Name

Open Grants Unit

Location

Bogota, London, Mexico City, New York, Rio de Janeiro, Washington DC

Role Purpose

The Operations Officer is part of the Open Grants Unit that is responsible for managing open grants from across the Open Society network. The primary role of the Operations Officer is to provide operational support to the team through data analysis and management. The Operations Officer will also manage a portfolio of grants, manage grantee relationships, ensure compliance, monitor performance, review, and approve reports and amendment requests, and facilitate successful grant closure.

Key Responsibilities

• Lead grants data analysis, monitoring, and reporting for the team, while also supporting the management of the team's grantmaking budget, processes, and policies.

• Manage a portfolio of grants and serve as the primary point of contact for grantees, ensuring efficient management of the grantmaking process, including amendments, payments, reports, and other related processes.

• Conduct pre-award/post-award due diligence to ensure grants are aligned with Open Society’ funding requirements and internal policies.

• Manage grant closures by collecting, reviewing, and approving grantee narrative and financial reports.

• Support grantee-related internal and external audits, as needed.

• Collaborate closely with team members in the Open Grants Unit and across the Open Society network to ensure the effective achievement of team objectives and targets.

• Collaborate with Grants Management, the Office of the General Counsel, and the Finance Department to ensure that grantmaking practices align with Open Society’s principles and comply with both internal policies and external regulations.

• Monitor the implementation of grants, including tracking delays, assessing risks, providing relevant status updates, and ensuring compliance with grant terms and conditions.

• 20% travel is required.

People Responsibilities

N/A

Key Metrics

N/A

Key Internal relationships

Open Grants Unit; Grants Management, Office of the General Council, Finance Department

Key External Relationships

Grantees

Person Specification

Qualification Essential:

• University degree – BA or BSc

Experience Essential:

• At least 5 years of prior working grantmaking/grants management experience and operating within the non-profit or international development community, including programmatic and/or compliance experience.

• Good understanding of and vision for good grantmaking practices and compliance.

• Prior work experience in Salesforce or other grants management systems and organizing/planning tools.

• Fluent in local language where the role is based.

Competencies

Functional Competencies:

• Compliance driven to ensure the organization adheres to laws and regulations (within grantmaking),

• Strong analytical skills to use data and information to undertake assessment and informed decision-making,

• Proven project management and organizational skills.

• Willingness to absorb and internalize new skills and uptake on-the-job trainings when applicable.

• Knowledge of grant making best practices and the field of philanthropy.

• Demonstrate care and concern about partner organizations and the people who work in them.

Personal Competencies:

• Excellent communication and interpersonal skills, including the ability to build consensus with diverse audiences/stakeholders.

• High level of emotional intelligence and ability to build and maintain strong, trusting relationships, internally and externally, across cultures and geographies, to further unit goals.

• Demonstrates commitment to OSF’s core values of humility, commitment, collaboration, respect, inclusivity, and integrity.

• Commitment to continuous learning and growth in the areas of diversity, equity, inclusion, antiracism, and social justice.

• Commitment to listening and working with humility and cultural sensitivity;