Finance & Operations Assistant 

Location: USA

Salary: $25 an hour (up to 24-28 hours per week)

SUMMARY

The Open Contracting Partnership (OCP) is hiring a part time temporary Finance & Operations Assistant who will help us manage our finance and operations functions as we continue to scale the impact of open contracting around the world. You will support our finance, contracting, invoicing, and event planning functions, working closely with our Finance & Operations Officer and our Head of Finance. You will play a significant role in promoting operational excellence and transparency as we grow our organization. You will join a collaborative team of smart and motivated professionals from around the world who are transforming  how governments procure public goods and services for their citizens, especiallyas we build back better from the pandemic. We offer a supportive and flexible environment where you will have the opportunity to learn and grow professionally. 

BACKGROUND

OCP is a silo-busting global collaboration between governments, businesses, civil society and technologists to open up and transform government contracting. We are a fast moving, ambitious and impact driven organization. We work in over forty countries and have supported several countries and cities to achieve measurable resultsfrom better contracting. 

In the past seven years we have grown from a start up into a team of nearly 25 people with a budget of about $5.4m. This position is for a smart professional who enjoys managing and facilitating core business functions within a growing and entrepreneurial organization. While we have been around for several years, we have just recently become a fully independent 501(c)(3) nonprofit organization in October 2021. A key part of the role is to provide critical support to the Finance and Operations team.   

We have a small and lean but effective operations and finance team, consisting of our Finance & Operations Officer, Head of Finance, and our outsourced accounting team. You will be someone who likes to roll up their sleeves and get things done. We are looking for a ‘doer' who is excited to see processes and procedures all the way through from beginning to end. You will report to our Finance & Operations Officer and Head of Finance. You will interact closely with our Head of Finance and other team members around the globe.

Many of the procurement challenges we work on are rooted in historic inequities. We know that addressing them requires solutions that center on diversity, equity, and inclusion and work toward more equitable outcomes for the people we serve. At OCP, we are committed to diversity, equity, and inclusion in both our workplace and in our work - from the way we work together as a team and support individual growth to the way that we execute our projects. Our Finance & Operations Assistant will have sensitivity to the concerns of individuals from diverse cultures, backgrounds, and orientations, and the ability to apply that to their work.

If this role is successful, this could become a full time position.

KEY ROLES & RESPONSIBILITIES

These are the key roles, responsibilities, and activities that the Finance & Operations Assistant will deliver:

Contracts (30%)

• Partnering with the Finance & Operations Officer you will support the team in ensuring that all vendor contracts follow the same process from due diligence, to award, to document collection, and to payment.
• Ensure that all contracts are signed, that all supporting documents are attached and then recorded and filed.
• Maintain records for correspondence and documentation in relation to established contracts and those in progress. 
• Perform the procurement process for new 3rd party application software.

Grant Management (25%)

• Ensuring the grants tracker is up to date
• Partnering with Finance & Operations Officer and Head of Finance in supporting the preparation of all grant reports.

Invoicing (25%)

• Ensure each invoice has been approved by the budget owner, has a clearly stated cost center, and account line to be charged. 
• Ensure completeness of supporting documentations for payment.
• Invoice coding and data input into software on a daily basis.

Knowledge Management (15%)

• Assist us with building out and managing our CRM database
• Assist with the migration of G Drive and file structure format

Events & Logistics (5%)

• Supporting the Finance team with any internal/external events.
• Support the Finance team in booking travel arrangements if necessary.

QUALIFICATIONS

• Previous grants management, finance, & operations experience within a nonprofit setting required.
• Experience with Salesforce, Bill.com, and other grant related software is essential
• Strong track record of working independently, and both virtually and in person
• Strong understanding of grant management processes and requirements
• Ability to effectively partner with colleagues from diverse professional backgrounds; ability to explain financial concepts to colleagues
• Outstanding communication skills 
• Experience using G Suite tools such as Drive, Docs, Sheets, etc.
• Ability to work independently and proactively, delivering on milestones and deadlines in a fast-paced environment
• Personal qualities of integrity and credibility
• Bachelor's degree or equivalent highly desired but not required

APPLICATION

We are dedicated to equal employment opportunities and aim to cultivate and sustain a diverse, equitable, and inclusive team. We value and prioritize diversity because a range of experiences and perspectives enriches our work and strengthens our ability to address complex challenges.

Please apply by December 15, 2021. Start date would begin in early 2022.