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Program Administrative Specialist, Justice Initiative at Open Society Foundations High School Diploma Job

1 year ago Administrative / Management Jobs New York City   659 views
Job Details

Do you want to help make the world a better place with your high-level administrative talent for creative problem solving, internal, and external relationship-building skills, and capacity for prioritization and multi-tasking? We are seeking a Program Administrative Specialist based in New York to provide essential administrative support related to the Advocacy team at the Open Society Justice Initiative. In this capacity, you will help organize events and meetings, manage budgets and contracts, help shepherd advocacy documents through the publication and translation process, keep track of and systematize important information, and serve as a crucial administrative engine to the 8-person team.

The Open Society Foundations works to build vibrant and inclusive democracies whose governments are accountable and open to the participation of all people. We are active in more than 120 countries, making us the world's largest private funder of independent groups working for justice, democratic governance, and human rights.

The Open Society Justice Initiative (JI) is a program of Open Society, which uses strategic litigation and other kinds of legal advocacy to defend and promote the rule of law and to advance human rights. We employ litigation, legal advocacy, research, and technical assistance across a range of human rights issues around the world.

As a Program Administrative Specialist at Open Society, you will:

  • Manage relevant project budgets, including planning, tracking, and variance monitoring and reporting.
  • Manage consultancy and vendor agreements, including the development of terms of reference, compliance with procurement processes, issuance of payments, tracking of deliverables, and other contract-related administrative duties; and assist with the processing of grants and grant reports, as needed;
  • Organize internal and external meetings, conferences and other events, with oversight for all logistical details including related travel, agenda-setting, budgetary compliance, and vendor management.
  • Stay abreast of relevant policies and compliance requirements, and assist staff with understanding, operationalizing, and adhering to relevant policies and guidelines;
  • Work with the broader program objectives and strategies to design, anticipate, formulate, and operationalize information solutions that will facilitate the work of the program; build collaborative relationships with OSF departments.
  • Maintain and update individual and department working files and databases, including key advocacy documents and files (e.g. organization-wide advocacy calendar, library of advocacy documents, weekly developments).

What we are looking for:

  • A minimum three years of progressively responsible experience in comparable roles;
  • 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 and budget;
  • Proficiency in using financial, data management, and visualization platforms and databases (e.g. Salesforce, NetSuite, Concur) and other office technology and IT solutions, including the Microsoft Office suite, with the ability to quickly learn new software systems;
  • Ability to oversee processes, systems, and workflows ability to prioritize tasks while working on a wide range of projects simultaneously, and often under pressure;
  • Experience making administrative and procedural decisions and judgments, including on sensitive and confidential issues, and a high level of self-motivation and ease working independently;
  • Excellent communication and interpersonal skills, with an understanding of cross-cultural issues and ability to build and maintain relationships with a wide range of people from diverse backgrounds;
  • Willingness to undertake moderate travel.

Desirable (but not required):

  • Proficiency in other languages, particularly Spanish;
  • Strong interest in human rights-related advocacy;
  • Experience working in an NGO, foundation or social enterprise.

What we offer:

  • Ample opportunities to learn and grow, from annual professional development allowances to onsite trainings and brown bag lunches with visiting experts.
  • Top-notch benefits and perksdesigned for your well-being and a healthy work-life balance (20 vacation days, flexible work arrangements, 100 percent employer-paid health insurance, a generous retirement savings plan, six months paid parental leave, reproductive and family planning support, sabbatical opportunities, and much more .
  • A commitment to creating a diverse and inclusive workplace that enables everyone to bring their full self to work and make a positive impact on the world.

See what a day in the life of a Program Administrative Specialist at Open Society is like.

If this sounds like the position you have been looking for, please submit your cover letter and CV; we look forward to learning more about you.

Competitive rates of pay apply.

We aim to build an inclusive workforce that is reflective of the populations we support, and actively seek applications from those who are marginalized and underrepresented. We are committed to providing reasonable accommodations to applicants and colleagues with disabilities.

How to Apply


Company Description
Open Society Foundations | New York, NY