Full/Part-time Program Administrative Assistant, Early Childhood Program

Open Society Foundations
  • Location
    London, United Kingdom
  • Sector
    Non Profit
  • Experience
    Early Career
  • Posted
    Aug 29

Position description

Full/Part-time Program Administrative Assistant, Early Childhood Program. London. Posting Date: 08/28/2019. Deadline: 09/15/2019

The Open Society Foundations' Early Childhood Program (ECP) fosters the foundations of open societies by advancing the rights of the youngest children and shifting their lifelong trajectories. The program both promotes the evolution of the early childhood field and supports social inclusion and equity of young children through initiatives that emphasize parent and community engagement, professional development and government accountability. Our rights based approach and social justice framework place particular attention on minorities, including children from refugee and Roma communities; children with developmental delays and disabilities; and children living in poverty. ECP programs are primarily active in Central Europe and Eurasia, Africa and parts of Asia with emergent work in Latin America and the Middle East.

Job Profile

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 assistant is also responsible for timely and appropriate completion of assignments in accordance with established procedures and direction from their supervisor. The successful candidate will be expected to work with limited supervision and to identify problems and seek guidance in resolving them with their supervisor. The Program Administrative Assistant also builds and maintains collegial relationships internally in order to accomplish shared goals. This role is fully integrated into ECP, and basic knowledge of and alliance with the OSF mission and manner of operation is important.

Essential duties and responsibilities:

  • Helps to manage individual and team calendars and the calendar of the Program Director, arranges staff travel, submits travel authorizations, administers/processes expense reports and invoices, handles intake and appropriate routing of calls/emails, and deals with public inquiries.
  • Handles logistics for events and meetings, develops related budgets and manages costs. Liaises with vendors and consultants and assists with contracts, compliance and procurement processes.
  • Provides support for both internal and external meetings, including Board meetings, as requested; takes minutes, photocopies, collates and distributes documents, and arranges catering.
  • Supports financial activities, responds to requests for cash and money transfer payments, processes invoices and grant letters/contracts, processes payments, assists with updating and tracking budgets, prepares expense reports, and monitors and maintains budget filings.
  • Maintains an inventory of all publications and ensures stocks are on display, as required, and available to staff. Assists with production and launch of publications and keeps track/creates publication mailing lists.
  • Updates the Open Society website and KARL (internal site) as required, highlights appropriate material to be posted on the website and uploads new material. Explores use of social media to promote the work of the team. May oversee day-to-day operations of the central contact database, including organizing information, creates mailing lists, and works with programs to keep contacts current.
  • Provides administrative support for grant making activities and/or programs by performing operational work, as directed, that helps achieve ECP's goals/plans. May identify new administrative/operational needs and develop/implement solutions.
  • Enters and uploads information and runs reports in management information systems and platforms. Liaises with grantees, staff, external reviewers, etc. Compiles and maintains grants-related data, records, and timelines.
  • Supports the implementation of ECP team's communications strategy through tracking of ongoing projects, liaising with OSF's communications team and assisting ECP team members in the development of web and social media content.
  • Ad-hoc responsibilities: May be asked to take on substantive 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.

Candidate Profile

  • 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 judgement and handling information in a confidential manner.


Applicants must be eligible to work in the UK without any restrictions.

Please submit a CV and Cover letter. Interviews for successful short-listed candidates will take place during the first week of October 2019.

Competitive rates of pay apply.

We are strengthened by the diversity of our colleagues across the Open Society Foundations. We welcome applications from people of all cultures, backgrounds, and experiences, and are committed to providing reasonable adjustments so that colleagues with disabilities are able to fulfill the essential functions of the job.
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