The Open Contracting Partnership (OCP) is looking for an experienced, proactive, detail-oriented operations officer to support our global team of up to 20 staff with essential administrative matters, including contracts, invoices, events and reporting. This is a full time position limited to one year, while our operations officer is on maternity leave, with the possibility of extending the role thereafter based on performance.
Background The Open Contracting Partnership (OCP) is a silo-busting non-profit organisation between government, business, civil society and technologists to open up and transform government contracting, the largest marketplace in the world. We use the power of open government and open data to save governments money and time, deliver better goods and services to citizens, deter corruption and create a better business environment for all. This is a full-time, one year fixed-term position, with a possibility of turning into a permanent position based on performance. We can offer opportunities for professional development as well as an excellent benefits package and compensation that is commensurate with reputation and experience. We also offer a generous matched pension contribution once you have passed probation.
You will need US work authorization. Ideally, you will be based in the DC area, although we are open to exploring other locations.
You will join a savvy, hard-working global team fostering innovation on, and implementation of, open contracting around the world. Our team consists of 5 staff members who work from our office in DC, and currently 13 members based in different parts of the world, including Canada, Colombia, Germany, Nigeria and the UK. During the Covid-19 crisis, our whole team is working remotely. If the operations officer is based in DC, we would expect he/she would also work from our DC office after Covid-19.
We are a fiscally sponsored organization. Our Fiscal Sponsor is the Fund For the City of New York (FCNY). Under this arrangement, FCNY provides fiscal and human resource support to OCP. However, we are in the process of spinning off from this partnership, and becoming an independent 501(c)(3) organization. We are looking for someone who will support the operational systems of our organization and provide operations support to our entire team as OCP scales up.
Your Role We are looking for an self-starter who has strong organizational and finance skills, who enjoys keeping on top of the details without losing sight of the big picture, and wants to contribute to the success of a growing organization.
Responsibilities Operations Management (including events management), c. 60% of the time
Execute administrative tasks efficiently and with precision, helping run the organization’s back office and supporting a busy, globetrotting team.
Monitor consultant/short-term contracts and renewals, and manage relationships with external vendors and partners.
Manage consultants’ invoices, payments, purchase card reconciliations, and staff expense requests using concur (an expense management system).
Ensure organizational systems are working, complementary, and that the team is inducted in best practice.
Providing logistical support to the organisation as needed, including with events (both in person and, increasingly, virtual)
Assist with travel arrangements for staff and partners.
Assist with event logistics, catering, etc. as needed and manage agenda items and logistics for meetings, while engaging multiple stakeholders across time zones.
Coordinate scheduling of internal and external meetings, exercising discretion when necessary.
Direct phone and email inquiries.
Support OCP’s spin out from its fiscal sponsor to become a separate organization.
Finance (including grant reporting), c. 40% of the time
Perform all functions necessary to support grant reporting such as quarterly, semi-annual, and annual donor reporting, including annual organizational financial reporting.
Prepare agenda and host monthly budget, and weekly finance and operations meetings together with our accounting team.
Manage a detailed grants tracking sheet and regularly update the executive team on deadline and status of grant reports.
Monitor budgets, expense tracking, purchase card reconciliations and invoice approval.
Coordinate day-to-day and long-term finance operations with our outsourced accounting firm, and our fiscal sponsor.
Work with the programs managers to align budget notes with existing grant terms and conditions.
Facilitate communication and transfer of information between our fiscal sponsor, law firm, and our outsourced accounting firm during our fiscal sponsor spin off.
Skills and Experience Required
Strong organizational and time management skills.
Experience with grants management and reporting (as grant recipient).
Great communication, both in person, and across distances.
Familiarity with Quickbooks Online, Excel, Google Drive, Concur, Expensify.