Operations Associate

The Open Government Partnership (OGP) was formed in 2011 by governments and civil society organizations seeking new ways of working together to make societies more transparent, accountable, inclusive, and participatory.

OGP has grown over its first decade into a global effort of close to 200 national and local governments, thousands of civil society organizations, and many others.

The OGP community is made up of thousands of relentless, creative, and inspiring trailblazers, innovators, and deeply committed reformers striving to make a difference.

About the role

• Location: Washington DC, Berlin, Brussels, or London. Current work authorization in one of these locations is required.  This position is not eligible for visa sponsorship. This is a hybrid position.
• Level: Grade 2
• Schedule: Full-time, salaried
• Reports to: Chief Finance & Operations Officer
• Starting salary:  50–65000 USD
• Application deadline: May 12, 2024
• Ideal start date: June 3, 2024
• The Operations Associate (OA) is an entry-level role essential to the day-to-day functioning of Open Government Partnership Support Unit. The OA performs clerical and administrative tasks, contributing to projects that align with and improve upon OGP’s operating standards and procedures. As the first point of contact for many operational questions, the OA exercises excellent customer service skills to ensure requests are resolved efficiently and escalates business operations concerns to department leadership.  This is an exempt position. Exempt employees are expected to work the appropriate and necessary time in order to complete key assignments and related tasks on schedule. The OA reports to the CFOO.

What you’ll do

• General Operations and Systems Administration (60%)

  • First point of contact for all things related to OGP’s hybrid work environment

  • Provides key coordination support for Operations team:

    • Submitting invoices & reviewing incoming mail,

    • Procurement of office supplies & ergonomics

    • Supports scheduling and planning of all-staff meetings

    • Provides logistical support during recruitment processes

  • Monitor general OGP email accounts for messages from external stakeholders to be directed to respective internal stakeholders

  • Maintains tracker OGP organizational insurance policies and oversees renewal process, including data collection and communication with carriers and signatories

  • Supports system administration of staff benefits, this includes tracking renewals of services and verifying invoices and payments.

  • Supports cross-organizational morale events for staff

• Cybersecurity/IT Support (15%)

  • Serve as the first point of contact for all staff, including fiscally sponsored project staff,  regarding basic IT questions and issues, and/or direct staff to outsourced cyber/IT support

  • Onboard staff on systems and new devices,  including fiscally sponsored project staff

  • Lead cybersecurity initiatives (i.e. champion anti-phishing training, maintaining equipment inventory)

  • Works closely with OGP’s IT support vendor

  • Manages Google Workspace and other org platform subscriptions (i.e. Zoom, Adobe, MS 365, Slack)

• Travel Support (15%)

  • Act as the first point of contact for global staff regarding travel support, event travel bookings, and troubleshooting travel-related issues.

  • Act as a liaison between staff and OGP travel service providers

  • Support approval flow for staff travel requests, including checking compliance with policy travel as needed.

  • Book flights on behalf of staff & non-staff stakeholders

  • Maintain staff guidance and keep it updated per policy and support ongoing training on travel policy with staff and service providers.

• Project Management (10%)

  • Lead on or support short-term projects within the scope of the Operations team. This may include supporting the implementation of new systems, open enrollment, data management, rolling out org-wide policy/systems changes, and staff surveys.

Qualifications

• Education Requirements:
  • Undergraduate degree in Business, Communication, Psychology, or Sociology or comparable years of professional experience in a field relevant to an Operations role.  
• Experience Requirements: 

  • Demonstrated experience providing an excellent level of customer service to diverse groups of stakeholders

  • Passion for administration and non-profit sector management

  • Experience or willingness to support remote work and offices, across different jurisdictions.

  • Involvement in coordinating logistics for global travel in large events

  • Exposure to office management and day-to-day needs for business operations

• Knowledge, Skills, Abilities:

  • Thrives in a multicultural work environment with staff from different backgrounds

  • Must be tech-savvy with an eagerness to train others on tools, systems, and equipment (MacOS, Google Workspace, MS 365, Slack, Zoom, Rippling, Salesforce)

  • Strong presentation and written communication skills

  • Strong project management skills coordinating across multiple time zones

  • Strong sense of time management and task prioritization skills

  • Ability to ask for help when more context and/or professional development is required

  • Proficiency in English is required; familiarity in Spanish, French or German is a plus

  • Interest in taking on more responsibility upon growing in this role and successfully handling workload with efficiency

  • Travel: 5%

  • This position requires some physical activity in office and home office environments.