Information Specialist, Open Society Initiative for Europe

Open Society Foundations
  • Location
    Berlin, Germany
  • Sector
    Non Profit
  • Experience
    Early Career / Mid Career
  • Posted
    Apr 02

Position description

Information Specialist, Open Society Initiative for Europe. Berlin. Posting Date: 04/01/2019. Deadline: 04/21/2019

The Regional Program for Europe (OSIFE) is part of the Open Society Foundations (OSF). OSIFE works at national, local and pan-European level to support European progress towards open society goals mainly through grant making, convening, advocacy and research, and supports OSF's foundations and thematic programs to achieve their Europe-focused strategies.

OSIFE is seeking an Information Specialist to join the Operations Division of OSIFE and who will report directly to the Director of Operations of OSIFE. The information Specialist plays a crucial role on the program budget monitoring and operational compliance through the data analysis for program areas and through the development and maintenance of processes and data tools coming from various OSF systems and policies.

Job Profile

The Information Specialist will support the program to which it is assigned in the collection of quantitative and qualitative data and/or other information regarding the work of the Open Society, analysis of that information, the production of reports for use within the program and with wider audiences, and in other projects and processes relating to the Program's effective use of resources. The Information Specialist will monitor budget spending, spending forecast, identify trends, patterns, and relationships in data that help inform annual OSIFE Budgeting process, portfolio reviews, oversight of delegated authority, implementation of strategies, the effectiveness of OSF policies, and other processes and strategies. The Information Specialist will need to manage multiple overlapping assignments, some routine and some ad-hoc, occasionally on tight deadlines. The Information Specialist will draw and analyze data from multiple OSF data systems as well as from original data collections. The role may include project management, which in some cases may be significant.

Typical Duties and Responsibilities: The following illustrate duties that are typical of the role, but This list does not include all possibilities.
  • Responsible for developing tools and approaches that ensure that all intended information is timely and effectively entered in relevant programs and that it is available to all intended users, especially with the Budgeting cycle. This involves an in depth understanding both of the tools themselves and of the policies and procedures that govern their use.
  • Responsible for developing, maintaining and disseminating customized reports that combine existing information coming from different systems -such as accounting and grant-making software- to support program spending monitoring, as well as every division and portfolio implementation monitoring.
  • Responsible for design and maintenance of the overall Unit's Box structure , that enables a well-functioning source of information for all the team. The implementation will be coordinated with the support of Program Admin Specialist team.
  • Working within the broader program objectives and strategies, designs, anticipates, formulates, and operationalizes information solutions that will enable and facilitate the work of the unit
  • Builds collaborative relationships, primarily within OSF (Finance, Budget, Legal, Grants Management and Strategy units) , but which also may include those outside OSF who are involved in OSF work, allowing the development and maintenance of comprehensive databases and/or other information tools that are readily accessed to address program questions, problems, opportunities and challenges.
  • Manages projects that include colleagues from within his/her own program or may include others at OSF and/or outside the organization.

Candidate Profile

Skills and Abilities

  • The role requires strong quantitative and qualitative research skills including data collection, organization, and management.
  • Strong analytical skills with the ability to analyze, describe, and present data from multiple sources with attention to detail and accuracy are necessary.
  • Strong creative skills, both in devising analytic strategies and in presenting data analyses, are also required.
  • The incumbent must have strong problem-solving skills, working alone and as a team member
  • The role also requires strong collaborative skills, including the ability to contribute to the growth and effectiveness of a team, and be a respectful team member
  • Excellent written and oral communication skills in English are required, as well as basic graphic design and data visualization and ability to integrate numeric, graphic, and narrative material in memos, reports, and presentations.
  • The role requires strong cross-cultural competence and interpersonal skills.
  • Strong skills in critical thinking and self-reflection are necessary.
  • Ability to set up processes, systems, and workflows and ensure adherence to completion according to organizational policies.
  • It is necessary to manage multiple projects simultaneously.

Qualifications: Experience/Education
  • bachelor's degree; or equivalent combination of education and experience.
  • 3-5 years of progressively responsible experience, relevant to the duties of this role
  • Experience with budgeting management, and finance administration is highly recommended
  • Will ideally have experience at a large and complex organization.
  • Will ideally have knowledge of grant making or other related policies, guidelines, and processes.
  • High proficiency with office technology and software used by OSF, including the Microsoft Office suite. Must be comfortable learning new proprietary software systems.
  • Proficiency in using data management and visualization platforms and databases (e.g. Salesforce, NetSuite, CONCUR, Contract Access and Adaptive Planning, etc.).
  • Will ideally have knowledge of OSF administrative and financial procedures.

Location: Berlin (preferable) or Barcelona

Competitive rates of pay apply.

We are strengthened by the diversity of our colleagues across the Open Society Foundations. We welcome applications from people of all cultures, backgrounds, and experiences, and are committed to providing reasonable adjustments so that colleagues with disabilities are able to fulfill the essential functions of the job.
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