About Open Ownership 

Open Ownership is driving the global shift towards transparency over who owns and controls corporate vehicles, known as beneficial ownership transparency (BOT). 

We are working to create a world where governments, businesses, and citizens can readily access and effectively use accurate, complete, and high-quality evidence and information on the true owners of companies, not only to achieve transparency but to reduce key global and national risks such as corruption and tax evasion, and create a more sustainable business environment. 

To achieve this, our team of implementation, technology, policy, and research experts:

• Provides technical assistance to implement beneficial ownership transparency reforms; 

• Builds technology and capacity to use beneficial ownership data; and 

• Conducts research and advocates to shape global policy and practice. 

We are a remote organisation with a growing global team of professionals based in Argentina,  France, Mexico, Nigeria, the Philippines, South Africa and Zambia, as well as the United Kingdom (UK) where currently 50% of the organisation is based.

We offer a fast-paced environment with an emphasis on agility and flexibility. People who enjoy learning and variety in their work will be particularly well-suited for our team. Although home-based, our fully remote team does meet in-person at least once a year (restrictions allowing).

Purpose of the post

We are seeking an enthusiastic individual with strong literacy, numeracy and organisational skills. This role will suit you if you are looking for a varied role providing fast, accurate and timely administrative, financial, human resources and project management assistance, thereby aiding the work of the organisation and ensuring the smooth running of our grant-funded activities.

You’ll provide high-quality administrative and coordination assistance to enable the smooth, efficient functioning of the organisational management team which includes the Director of Finance and Human Resources, the Finance team, the Communications team and the Programme Management team. You will use collaboration tools, effective communication, and your sharp administrative skills to deliver on the following key areas.

Key tasks and responsibilities

• Diary management and administrative assistance to the Senior Management Team (SMT).

• Assist all team members in gathering and preparing information or presentations for events, workshops, external meetings providing logistical help as needed. 

• Manage the setting-up of meetings or events across multiple time-zones as well as setting up and managing external (Zoom or other) calls. 

• Assist all staff with their technical and travel needs as and when required.

• Facilitate the recruitment and other human resources processes including promotion of vacancy notices.

• Undertake simple updates to the website (uploading blog posts).

• Undertake any other activities consistent with the purpose of the role, as directed by the Director of Finance and Human Resources.

• Manage the month-end reconciliations of organisational credit cards.

• Assist all staff members with day-to-day financial processes such as the per diem process, the filing of invoices, receipts and reimbursements in accordance with our organisational systems and requirements.

• Oversee the due diligence and contracting process for short-term consultants as well as occasionally undertaking supplier research.

• Work with our finance team on any other financial activities and requirements.

• Assist in collating information for the preparation of donor and partner reports, using information obtained through collaboration tools, meeting notes and other sources for reporting requirements. 

• Follow up with team members to ensure timely completion of internal activity and outcome reports ensuring all information is centralised and accessible to all staff.

• Schedule quarterly review meetings with function heads to discuss report outcomes and schedule learning sessions as well as organisational reflection meetings.

• Keep up-to-date labelling and filing of all organisational programmes and MEL documentation in the shared drive.

Candidate profile

The successful candidate will demonstrate the following skills and attributes.

• Experience in administrative roles, providing operational and stakeholder management. Demonstrated knowledge and expertise in clerical procedures, and record-keeping systems.

• Experience of maintaining relationships with diverse audiences, working on international projects (experience in a non-profit government or multilateral agency or public institution would be an advantage). 

• Excellent numerical skills, including Microsoft Excel and G-Suite essential; experience with Notion would be an asset. 

• Fluent business English with excellent communication skills, both written and verbal (other languages in addition are welcomed). 

• An organised and action-oriented professional with a keen eye for detail who is confident with technology, using their own initiative and finding ways to assist a busy team.

• A quick learner, able to swiftly comprehend technical and financial information and communicate it in concise and simplified narrative form.

• An ability to self-organise and work autonomously with minimum supervision in a remote organisation across multiple time zones and cultures.  

Application process 

We want to hear from all voices, and particularly encourage those of diverse and marginalised communities to apply.  If there is a requirement in the job description which you think you don’t quite meet but are still keen to apply then please do. 

Please note that Open Ownership is a fiscally sponsored organisation and the contract will be executed in the name of our fiscal sponsor Global Impact, a non-profit, on behalf of Open Ownership. 

Open Ownership uses the Applied platform for our recruitment which is designed to promote diversity and inclusion through anonymised applications and scenario-based questions. Our initial process will be solely based on your anonymised answers within the Applied platform. We will also ask you to submit your CV, but your CV will not be reviewed unless we invite you to interview. If you reach the final stage of interviews, we will retain your details for future posts at Open Ownership, unless you tell us otherwise.

To apply, please complete the question-based process here by 23:59 UTC (GMT) on Sunday 22 September 2024. 

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