In the spring of 2009, the Bill & Melinda Gates Foundation will open a Europe Office to provide a strategic presence in Europe focused on policy, advocacy and communications. The Operations Manager will be a key part of the office staff (estimated at 10-20 employees and/or contractors during the first two years with the possibility of expansion thereafter).
This position will report to the Director of the Europe Office and is responsible for a broad range of activities in support of the foundation’s Europe Office. S/he will serve as the primary contact for all Europe office resources and as an advocate and liaison to the Seattle-based operations team (HR, IT, Site Operations, Security, Finance, Travel, Events, Grants Inquiry) and program teams on operational and procedural issues.
Responsibilities during Year One:
During the office’s first year of operation the Operations Manager will play an extensive role in the set-up of core foundation business processes in Europe. Examples include:
Financial Processes (in coordination with Seattle Finance team):
• Local banking
• Expense payment
• Office supply procurement
• Local book-keeper relationship management
• Budgeting and cost tracking
• Regulatory filings
Human Resources Processes:
• Recruiting, hiring and immersion of new employees
• HR policy compliance oversight
Facilities Processes:
• Workspace planning
• Security & workplace safety procedures
• Events planning and execution
• Liaison to foundation travel services
Ongoing Responsibilities:
• Develops and maintains ongoing relationships with key stakeholders and Seattle-based counterparts for all operational areas including, IT, Security, HR, Grants Inquiry, Finance, etc.
• Assists Europe Office Director in building and maintaining the culture of the office by facilitating team events, information sharing, and communications.
• Serves as an on-site resource for administrative support staff, coordinating with program teams and throughout the office as needed.
• Acts as a liaison between Seattle-based operational departments and Europe Office employees, responding to and resolving operational or procedural issues related to the Europe Office , such as travel, budgeting, expense reporting, vendor invoices, and contract coordination.
• Acts as initial point of contact on all HR issues.
• Working with local providers and Seattle-based facilities staff, provides oversight and management of the Europe Office facility and office services.
• Assists Europe Office Director with special project management and operations support as requested and delegated.
• Assists Seattle Finance team in conjunction with local accounting firm to ensure monthly financial records are prepared, regulatory filings are met, payroll processing is coordinated, and expenses are properly paid in accordance with foundation policy.
• Ensures high level of customer support and service by developing relationships and networks of local specialist providers. Leverages relationships to affect change or service.
Skills
Qualifications:
United Kingdom work permissions are required.
Commitment to the foundation’s core values, mission, and programs.
A minimum of 7 years of office management experience, which includes prior experience working in a role that has a “big picture” perspective and is grounded in every aspect of operations, including finance, human resources and creating on-going administrative and operational efficiencies.
Knowledge of British business environment and standards is required; general familiarity with European business norms is desirable.
Professional and approachable with an infectiously positive attitude toward work.
Outstanding interpersonal skills; must have demonstrated business maturity, discretion, good judgment and good stewardship.
Able to stay calm and poised under pressure and problem solve in a fast-paced, dynamic and rapidly changing environment.
Able to work both independently and collaboratively as a team player, and to interact successfully with all levels of staff and other foundation departments outside of the Europe Office.
Excellent verbal and written communication skills. Able to generate persuasive and clear verbal and written communications.
Able to manage numerous and varied workstreams and projects. Able to easily change focus. Deals with interruptions and crisis with grace.
Demonstrated advanced proficiency with Microsoft Windows software including Word, Excel, PowerPoint, and Outlook. Willing to learn additional software applications as required.
As part of our standard hiring process for new employees, employment with the Bill & Melinda Gates Foundation will be contingent upon successful completion of a comprehensive background check.
**Not able to accept applicants who do not have United Kingdom work permissions.
Location: London (United Kingdom)
