Deadline: 26 February 2016
Open Society Foundations (OSF) is currently seeking applications from the eligible applicants for the post of Program Administrative Assistant in Amman, Jordan.
The Program Administrative Assistant will be responsible for performing skilled administrative duties, relying principally on basic skills, but acquiring Open Society Foundations specific knowledge in the course of performing assigned duties.
The OSF works to build vibrant and tolerant democracies whose governments are accountable and open to the participation of all people.
Key Jobs Responsibilities
The Program Administrative Assistant will perform the following functions-
- Providing administrative support for grant making activities and/or programs by performing operational work that helps achieve a specific program’s goals/plans.
- Assisting in the management of individual and team calendars, arranging staff travel, and submitting travel authorizations, administering and processing expense reports and invoices, handling intake and appropriate routing of calls/emails, and dealing with public inquiries.
- Advising staff and grantees on grant making guidelines and policies, entering and uploading information and running reports in management information systems and platforms.
- Developing grant processing timelines and liaising with grantees, staff, external reviewers, etc.
- Compiling and maintaining grants-related data and records.
- Handling logistics for events and meetings, developing related budgets, and managing costs.
- Liaising with vendors and consultants and assisting with compliance and procurement processes.
- Maintaining an inventory of all publications and ensuring stocks are on display and available to staff.
- Assisting with production and launch of publications and keeps track of/creates publication mailing lists.
- Updating the Open Society website and intranet as required, highlighting appropriate material to be posted on the website and uploading new material.
- May oversee day to day operations of the central contact database, including organizing information, creating mailing lists, and working with programs to keep contacts current.
Eligibility Criteria
Applicants must have-
- Bachelor’s degree in the area of administration and human rights field or equivalent experience/education.
- Demonstrated proficiency in using data management and visualization platforms and databases (e.g. Salesforce, NetSuite, and Foundation Maps).
- Demonstrated ability to set up processes, systems, and workflows and ensure adherence and follow-up.
- Experience with record keeping, budgeting management, and finance administration.
- Experience with multi-tasking and working independently on complex administrative tasks.
- Experience making administrative and procedural decisions and judgments on sensitive and confidential issues.
- Demonstrated strong written, verbal, organizational, and interpersonal skills.
- Demonstrated understanding of technical and business vocabulary.
- Excellent interpersonal skills and demonstrated expertise in handling all personnel related issues and information in a confidential manner.
- Commitment to understanding and dealing effectively with cross-cultural issues and teams.
How to Apply
Applicants must submit their applications through online process.
For more information, please visit OSF.
