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- Program Administrative Assistant, OSF, USA PDF Print E-mail


Department Latin America Program

Location New York

Application Deadline  April 28, 2017


The Open Society Foundations’ Latin America Program seeks a full-time Program Administrative Assistant in its New York office to support the Program’s administrative and operational work.


The Latin America Program addresses rights and governance issues in Latin America primarily through grant making, network-building, and the development of specific initiatives. We focus on supporting Latin American efforts to advance human rights, and to reform democratic institutions in ways that make them more open and responsive to citizens. The program has also developed a specific initiative on reducing homicides in a region with extremely high levels of violence. We seek to advance government accountability and transparency, public access to information, citizen security, human rights, and drug policy reform, primarily through grant making to civil society actors in these fields.  Within the broader network of the Open Society  Foundations, the Latin America Program seeks to provide added value through sharing its understanding of political context, facilitating contacts, brokering relationships, and identifying strategic opportunities in the region.


The Program Administrative Assistant will provide general administrative and operational support to the Latin America Program, and will form part of a small, nimble and dynamic administrative and operations team located in four countries. The program is expanding and decentralizing, and we are redesigning support policies and practices to fit a growing team with presence on the ground in Latin America.  We are looking for a highly organized and detail-oriented candidate, who is a proactive problem-solver, excellent communicator, and team player.  Occasional travel to the region is required.


The Program Administrative Assistant will report to the LAP division director for Operations and the Integrative Role and the LAP division director for Human Rights, Citizen Security and Justice.  Although the position is based in New York, the candidate must be able to conduct his/her first month of training in the Washington DC office.


Job Profile

handle logistics for travel, events and meetings, including organizing travel arrangements, tracking related budgets, liaising with vendors and consultants, and assisting with compliance and procurement processes

provide administrative support for financial activities, including processing invoices and contracts for consultants and vendors, assisting in the program’s annual budget development and monthly budget tracking, and preparing expense reports

provide grant making administrative support to grant making staff, including drafting grant administrative letters and producing basic level graphics

support maintenance of the program’s team-wide administrative resources and record-keeping , including organizing and saving documents in a systematic fashion, drafting and updating the team’s organizational chart, team calendar, administrative manual, and other administrative databases support the Operations and Integrative Role Unit in carrying out operational functions in areas such as the program’s advisory board and retreat planning, hiring and orientation of new staff, learning and assessment, and grant-making operations

identify and propose improvements to team systems and processes to achieve greater administrative and operational efficiencies

carry out general administrative tasks, including making appointment arrangements, note-taking, memo writing, photocopying, printing, and occasional translation

occasional travel is required


Candidate Profile


bachelor’s degree in a relevant field of study or equivalent experience/education

fluency in Spanish and English (strong written and verbal skills) is required.  Proficiency in Portuguese a plus

administrative experience working in a large and complex international organization preferred

experience responding to the needs of multiple supervisors desired

demonstrated proficiency in using and quickly learning various data management and software databases (e.g. Salesforce, NetSuite, Foundation Maps, etc.), and Microsoft Office

proven ability to work efficiently in a fast-paced environment, troubleshoot and follow projects through to completion, consistently on schedule, without loss of attention to detail

high level of self-motivation and ease working independently and understanding of the need to consult colleagues on more complex or sensitive matters when necessary

flexibility and ability to work simultaneously on a wide range of tasks and projects

good judgment and the ability to prioritize tasks, particularly under pressure

excellent written, verbal, listening, organizational, and interpersonal skills, particularly with a sensitivity to cultural differences

experience working with a virtual team a plus

experience working in an NGO, foundation or social enterprise desired

commitment to the values and goals of the Open Society Foundations

Application Instructions: Please upload a cover letter and resume as one document when submitting an application.


Work Environment and Physical Demands:


Essential functions are typically performed in an office setting with a low level of noise.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


We are strengthened by the diversity of our colleagues across the Open Society Foundations, and we welcome and actively seek applications from people of all cultures, backgrounds, and experiences.

Job posted on 4th April 2017

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