Program Administrative Specialist

Open Society Foundations
  • Location
    London, United Kingdom
  • Sector
    Non Profit
  • Experience
    Mid Career
  • Posted
    Nov 15

Position description

The Open Society Program on Independent Journalism supports creative, talented, and open-minded groups and networks of journalists or media organizations producing verifiable, trustworthy information on any platform, especially in the places where such content is not only scarce but also difficult to produce.

We are interested in the development of new ideas and taking advantage of the digital revolution in the production of information. We wish to secure a free and safe environment, focusing on activities that protect journalists, citizens practicing journalism and sources or information from harassment and attacks. We aim to improve global and regional connections, facilitate knowledge circulation and exchange of ideas
Job Profile 
Providing elaborate administrative and program support to the Program of Independent Journalism at the Open Society Foundations, based in London. This includes supporting two grant-making portfolios on investigative journalism and on protection of journalists by performing diverse administrative activities and other analytical functions to help these teams achieve goals and plans. It also involves supporting the program’s director in managing reserve funds and developing ideas and projects to enrich the program’s strategy. Finally, the job includes acting as liaison between the program and its Advisory Board, supporting the preparation of meetings and especial collaborations. The position requires managing most issues autonomously, identifying new needs and implementing solutions.

Specific responsibilities of the job:

  • Reviews reports and other documents sent by grantees for compliance and accuracy and supports program staff in evaluating and assessing evolution of organisations and grants. This may include, review of data to assure that it is accurate and complete in accordance with appropriate protocols.
  • Contributes to the team’s thinking regarding how practices contribute to the strategy development and the better effectiveness of the program in the journalism field. This involves assisting in the intellectual design of workshops, actively participating in program’s retreats and contributing with the team’s understanding of the journalism field.
  • Stays abreast of relevant policies and legal requirements and assists staff with understanding, operationalizing, and adhering to relevant policies and guidelines.
  • Assists with processing grants of two portfolios (“Investigative Journalism” and “Free and Safe Journalism”).
  • Provides data review, visualization and may develop other analytical tools and applications to support the review of portfolios and evaluation of grants and strategy development.
  • Provides support to the director in the development and management of reserve funds; in coordinating a complex travel and communications agenda, retreats and other staff building meetings, so that these respond to programmatic goals; and in selecting and managing special consultancies.
  • Gives operational backing for the director to develop innovative ideas and projects that advance the program’s strategy (this may include travelling, research on the journalism field, organizing minutes of special meetings, etc). 
  • Serves as a liaison to the program’s Advisory Board, supporting the organization of yearly meetings (. This includes negotiation of contract terms and conditions, managing related travel, logistics, and budgets. Liaises with vendors (e.g. event planners, hotels, travel agencies, restaurants, translators, graphic designers, etc.) and the development of special collaborations between Advisory Board members and staff.

Candidate Profile 

  • Bachelor’s degree in, journalism, international relations, political science, business or engineering-related fields
  • Preferably developing graduate studies or advanced courses in fields that could be relevant to the description and requirements of this job. (journalism, data journalism, international relations, administration, engineering, digital technologies, design-thinking, languages)
  • 3-5 years of progressively responsible experience in a situation relevant to the duties of this role is typically required to develop the skills required for this role.
  • Knowledge and/or some experience in the journalism, digital information or digital platforms is highly recommended.
  • The incumbent needs the ability to multi-task and manage processes and workflows so that these adhere to procedures; and to ensure that these contribute to the fulfilment of strategic goals.
  • The ability to work collectively within a team that values diversity, creative thinking, humor and generous contribution of ideas.
  • The role requires the ability to build and maintain relationships with a wide range of people from diverse cultural backgrounds.
  • Proficiency in English is required and preferably in another one or two languages.
  • The candidate must be willing to travel.
  • Incumbents must demonstrate proficiency with office technology and IT solutions, including the Microsoft Office suite, and other data management and visualization platforms and databases (e.g. Salesforce, NetSuite, Foundation Maps, etc.).
  • The Program Administrative Specialist will ideally have administrative management and/or administrative experience.

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.

Application instructions

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