Operations Junior Manager

About EURORDIS-Rare Diseases Europe

EURORDIS is a unique, non-profit alliance of over 1000 rare disease patient organisations from 74 countries that work together to improve the lives of over 300 million people living with a rare disease globally.

By connecting patient, families and patient groups, as well as by bringing together all stakeholders and mobilising the rare disease community, EURORDIS strengthens the patient voice and shapes research, policies and patient services.

**Main scope of the position**
The Operations Junior Manager (OJM) plays a key role, partnering with the Chief Operating Officer and wider leadership team, to enable effective transversal working across the operations team as well as with Finance, HR, and Advocacy.

By gathering information on project and programme progress from the Operations Directors in a structured way, s/he will enable the whole of EURORDIS to better plan, monitor and report on progress with our work. This will also play a vital internal communication role, helping colleagues to identify synergies and support each other more effectively.

The postholder plays an process management role in project development, collaborating closely with the COO and Research Policy & Initiatives Director. S/he brings mobilises the internal coalition needed to provide feedback to any internal lead for a given project.

The postholder serves as an internal champion for designing and implementing systems to track the work of the operations team, and in doing so also supports the Governance Manager’s work to monitor performance against our annual action plan and operating grant. S/he will set up and implement one overarching process in partnership with the Core Leadership Team as part of a new management system for EURORDIS, and enable us to communicate progress against our three strategic objectives.

The OJM also manages several meetings, including the Operations Planning Meeting and the HR-Ops
- Finance monthly check-in. Her/his role is to not just keep a record of key actions but also to help ensure these are followed up in between meetings.

S/he can take ownership of specific initiatives, managing several small projects at any given time, delegated from the COO, and serves as an active thought partner in internal projects.

**Key tasks & responsibilities**

**Management information and transversal process management**
- Designs and populates operations team management information. In particular, collates updates on programmes, projects and the action plan to provide a consolidated highlight report
- Co-ordinates updates on projects and programmes for the BoD/BOO
- Develops Googleforms/Jolt or other information collections systems for the Operations team when needed
- Becomes internal expert for operations team members on key procurement processes, including the Call for Tender process, and helps colleagues to comply with these rules
- Serves as co-ordination point for internal requests for pro-bono services such as legal advice

**European Projects (in Partnership with Research Policy & Initiatives Director)**
- Maintains log of shortlisted open calls as well as maintaining the project summary information spreadsheet, gathering information from relevant places as necessary
- Serves as initial point of contact for requests to participate in projects; may hold initial scoping conversation to correctly triage requests together with the RPID, and maintains an updated FAQs to enable efficient response
- Conducts regular horizon scanning of European Commission (Research, Digital, ESF+), Innovative

Medicines Initiatives (IMI) and other funding schemes, supporting teams via the Scientific Director about possible project funding opportunities - linking in with the Advocacy team where required.
- Joins regular European Commission and IMI funding information calls and updates relevant parties about any development

**Foundation/grant projects (in partnership with Resource Development Directors)**
- Supports Operations team with reporting requirements by gathering ongoing updates on foundation projects in liaison with the Resource Development Director

**Supporting the Chief Operating Officer**
- Follows up on specific tasks when deputised by CoO
- At times can play a research, co-ordination, or delivery role in special projects and initiatives
- Authorised to sign documents with COO signature when COO is travelling (when agreed by COO)
- Business Administration
- Provides support for the monthly operations team meeting (e.g. agenda, actions & decisions, tracking) and the Finance-HR-Operations Monthly meetings. May be asked to schedule ad hoc operations team meetings.
- Helps to resolve issues with Finance (unpaid invoices, queries from Finance about documentation)

**Education and experience**
- Minimum BA degree
- Minimum 2 -4 years working experience

**Skills and capabilities**
- Fluent English required, French highly desirable
- Experience creating and preparing management inform