Deadline: 12 February 2016
Open Society Foundations (OSF) is currently seeking applications from the eligible applicants for the post of Program Administrative Assistant in New York, United States.
The Program Administrative Assistant focused on making things happen efficiently, on time, and in compliance with all applicable rules and procedures.
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 programmatic activities in the criminal justice field by performing operational work that helps achieve the program’s goals and plans. Includes managing most issues independently, identifying new administrative/operational needs and developing/implementing solutions.
- Provides administrative and logistical support to the Director of the Justice Initiative’s Budapest office, with responsibility for maintaining his calendar, preparing materials for meetings and other engagements, making travel arrangements, drafting communications on his behalf, and other administrative support as needed.
- Stays abreast of relevant internal policies and compliance requirements and assists staff with understanding, operational zing, and adhering to relevant policies and guidelines. May train staff on grants or other processes/workflows.
- Assists with processing consultancies and other key programmatic engagements.
- Reviews reports and other documents for compliance, accuracy, and readability; this may include review of data to assure that it is accurate and complete in accordance with appropriate protocols.
- Assists in complex events planning and managing related travel, logistics, and budgets. Liaises with vendors (e.g. event planners, translators, graphic designers, etc.) and negotiates contract terms and conditions. May manage administrative issues related to the work of retained consultants (and their logistical support).
- Manages team’s budgets, including planning, tracking, and variance monitoring and reporting.
- Ad-hoc responsibilities: May be asked to take on other significant operational responsibilities such as overseeing translation and communications-related projects. May occasionally be involved in conducting basic research, managing partner relationships, and other tasks.
Eligibility Criteria
Applicants must have-
- 3-5 years of administrative experience at a large and complex organization.
- Excellent organizational, analytical and interpersonal skills.
- Poised, works well under pressure and attentive to detail.
- High proficiency with office technology and IT solutions, including the Microsoft Office suite.
- Proficiency in managing data in a complex environment is critical, as well as using data management and visualization platforms and databases (e.g. Salesforce, NetSuite, Foundation Maps, etc.).
- Ability to set up processes, systems, and workflows and ensure adherence to procedures and follow-up.
- Experience with record keeping, budgeting management, and finance administration.
- Experience with multi-tasking and working independently on complex administrative tasks.
- Ability to build and maintain relationships with a wide range of people from diverse backgrounds within a complex organization.
- Experience making administrative and procedural decisions and judgments on sensitive and confidential issues.
- Bachelor’s degree in a relevant field of study or equivalent experience/education.
- Excellent English; Knowledge of Hungarian is strongly preferred.
How to Apply
Applicants must submit their CV and a Cover Letter through online process.
For more information please visit OSF.
