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About the Role

This is a key site-facing operations role supporting the day-to-day running of OSF’s European offices. You will help keep essential workplace operations, facilities services, vendor relationships, and regional support processes running effectively across a complex global environment. 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 plays a vital role in enabling 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 works in supporting cultural transformation initiatives across the geographies. Covering multiple offices in the region, the role serves as a back-up for the Associate Director in the same region and features as their partners in providing local knowledge and insights.

Responsibilities

Oversee the management and coordination of the outsourced facilities management vendor.
Review and process vendor invoices and reports.
Track budgets for outsourced facility management services.
Maintain accurate records of vendor contracts and service agreements.
Understand local requirements and support with location-specific operational questions, issues, and requirements.
Support SHEQ (Safety, Health, Environment & Quality) Officer with location-specific health and safety activities.
Lead the management of contracts and vendors for local outsourcing.
Assure and review local procurement and contracts prior to signing.
Serve as local signatory in various operational processes, including approving bank payments, processing vendor contracts, or submitting documents related to local requirements.
Process and monitor invoices for rent and other business-critical payments in all locations for the region.
Assist in budgeting, cash flow monitoring, expense monitoring, and evaluation.
Coordinate with Finance and answer budget-related inquiries.
Co-lead the development, implementation, and monitoring of day-to-day operational systems and processes.
Support the coordination of local requirements with local Operations Directors for all operational activity (e.g., events management, travel, logistical 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.
Act as a thought partner and collaborator for events organized by program and other operations colleagues.

Requirements

Educated to a degree-level (or equivalent).
Experience in facilities, workplace, office operations, or generalist operations within 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.
Basic understanding of real estate management principles.
Ability to communicate clearly, efficiently, and between audiences of varying seniorities.
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.
Organizational proficiency, being able to work across competing priorities while proactively responding to incoming requests/communications.
Able to communicate appropriately across diverse audiences/stakeholders.
Excellent written, verbal, organizational, analytical, and interpersonal skills; good listening and communication skills with sensitivity to cultural communication differences.
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.
Drives a customer service-focused culture throughout the team to deepen relationships leveraging systems and knowledge.
Ability to drive operational efficiency through building effective interpersonal relationships.
Fluent in the local language where the role is based and an excellent working knowledge of English.
Travel is required. Travel frequency depends on the role requirements.

Skills

Facilities Management
Workplace Operations
Vendor Management
Contract Management
Procurement
Invoice Administration
Budgeting
Cash Flow Monitoring
Expense Monitoring
Operational Systems
Process Implementation
Compliance
Stakeholder Support
Event Management
Organizational Skills
Relationship Building
Communication Skills
Analytical Skills
Interpersonal Skills
Customer Service

Location

Berlin
London

Work Type

On Site
Regular

Experience Level

Experience in facilities, workplace, office operations, or generalist operations within a multi-stakeholder environment.
Experience managing or coordinating vendors, service providers, contracts, invoices, or facilities-related services.
Experience supporting operational administration such as invoice processing, payment tracking, procurement, records, or budget support.
Prior experience of operations support in a similar role.
Prior experience in working in a non-profit.

Education Level

Degree-level (or equivalent)

Salary/Compensations

Competitive rates of pay apply.

Benefits

Exceptional opportunities to learn, grow, and make an impact.
Generous annual professional development allowance.
Onsite training and learning conversations with visiting experts.
Excellent benefits and perks to promote well-being and a healthy work-life balance.
Generous time off and flexible work arrangements.
Employer-paid health insurance and dental plans for individuals and families (no employee contribution required).
Exceptional retirement savings plan (non-contributory for employees) and life insurance.
Progressive paid parental leave, reproductive and family planning support.

About the Company

Open Society Foundations aim to establish vibrant and inclusive democracies where governments are accountable to their citizens.
Our operating model organizes grantmaking around specific, time-limited projects, developed alongside support for established partners, enabling us to respond swiftly to emerging needs.
We are committed to promoting human dignity, equality, and rights; reimagining democratic ideals and practice; and advancing equity in governance systems.
Guided by our founder’s values and the belief in the art of the possible, we engage directly with global entities, individuals, and policymakers through grants, advocacy, impact investing, and strategic human rights litigation to drive positive change.
At the heart of our mission is a deep commitment to rights, equity, and justice, inspiring every action we take.
This is work worth doing.

Equal Opportunity

Open Society Foundations is committed to building an inclusive workforce that reflects the communities we serve.
We actively seek applications from talented individuals across all backgrounds, identities, and life experiences.
Each candidate is evaluated solely on their unique qualifications without regard to race, age, sex, religion, ethnic origin, nationality, gender, sexual orientation, disability, pregnancy, or any other legally protected characteristics.
We are committed to providing reasonable accommodations for candidates with disabilities.
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.