Deadline: 6 December 2015
Open Society Foundations (OSF) is currently seeking applications from the eligible applicants for the post of Program Administrative Assistant in London, United Kingdom.
The Program Administrative Assistant is responsible for performing administrative duties, relying principally on basic skills, but acquiring OSF-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-
- Helping to manage individual and team calendars, arranging staff travel, and submitting travel authorizations, administering/processing expense reports and invoices, handling intake and appropriate routing of calls/emails, and dealing with public inquiries.
- Handling logistics for events and meetings, developing related budgets, and managing costs.
- Liaising with vendors and consultants and, assisting with contracts, compliance and procurement processes.
- Providing support for both internal and external meetings, including Board meetings, as requested; taking minutes, photocopying, collating and distributing documents.
- Providing administrative support for financial activities, responding to requests for cash and money transfer payments, processing invoices and grant letters/contracts, processing payments to vendors and consultants, assisting with updating and tracking budgets, preparing expense reports, and monitoring and maintaining budget filings.
- Maintaining an inventory of all publications and ensuring stocks are on display and available to staff.
- Assisting with production and launch of publications and keeping track/creating publication mailing lists.
- Updating the Open Society website and KARL (internal site) 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.
- Providing administrative support for grant making activities and/or programs by performing operational work, as directed, that helps achieve the Early Childhood Program’s goals/plans. May identify new administrative/operational needs and develop/implement solutions.
- Entering and uploading information and running reports in management information systems and platforms. Liaising with grantees, staff, external reviewers, etc. Compiling and maintaining grants-related data and records and timelines.
- Responsibilities or projects, such as overseeing translation and communications-related projects; conducting basic research/scanning of political landscape, grantee updates, policy, and research developments; collecting, compiling and analyzing data in support of eligibility assessments, docket write-ups, peer and portfolio reviews; and reviewing grantees’ financial reports.
Eligibility Criteria
Applicants must have-
- Bachelor’s degree in a relevant field of study or equivalent experience/education.
- More than one year of progressively responsible administrative experience, preferably in a large and complex organization, NGO or foundation.
- Interest in and a commitment to addressing issues affecting young children and their families is required; some academic or professional knowledge or personal experience in a relevant field is desirable.
- Demonstrated aptitude or proficiency with the office technology and IT solutions used by the Open Society Foundations, including Microsoft Office Suite, and ability and willingness to learn new proprietary software systems.
- Experience administering travel and expenses, catering, office security, and scheduling personnel appointments and maintaining calendars.
- Experience tracking budgets, taking minutes, making payments, arranging travel.
- Demonstrable strong written, verbal, organizational, and interpersonal skills, including experience drafting fluent communications in English.
- Proven ability to prioritize among a wide range of tasks and projects, to multi-task, and work well under pressure.
- Experience working independently on complex administrative tasks, as well as working in a team environment.
- Understanding of cross-cultural issues and ability to build and maintain relationships with a wide range of people from diverse backgrounds.
- Excellent interpersonal skills and sensitivity in making administrative judgments and handling information in a confidential manner.
How to Apply
Applicants must submit their applications through online process.
For more information, please visit OSF.
