One Year Fixed Term Program Administrative Specialist, APRO

Open Society Foundations
  • Location
    Colombo, Sri Lanka
  • Sector
    Non Profit
  • Experience
    Early Career / Mid Career
  • Posted
    Sep 28

Position description

One Year Fixed Term Program Administrative Specialist, APRO. Colombo. Posting Date: 09/27/2019. Deadline: 10/20/2019

Do you want to help make the world a better place? We're seeking a one-year-fixed-term Program Administrative Specialist based in Colombo, Sri Lanka to provide advanced administrative and operational support for the South Asia Program team. This includes managing issues independently, identifying new administrative/operational needs, and helping to develop/implement solutions to achieve program goals and strategies.

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 South Asia Program , housed under the Asia Pacific Regional Office (APRO), seeks to advance the rule of law, democratic practice, and good governance in select South Asian countries. We work predominantly through grant making to local, regional and international organizations to advance our goals. We are guided by APRO values in our work: amplify local voices, embrace differences, take risks, lead by example, and allow room to fail and room to grow.

As a Program Administrative Specialist at Open Society you will:

  • Assist with processing and managing grants and consultancies marshaling efficient flow of external and internal operational processes (compliance, payments, reporting and other similar processes), as well as identifying and implementing grants/contracts-related operational best practices.
  • Stay abreast of relevant organization policies and compliance requirements and assist the Program staff with understanding, operationalizing, and adhering to policies and guidelines, including serving as key point of contact with OSF's relevant operational departments, helping pre-empt and troubleshoot any grant making, contracting, and other relevant issues.
  • Assist in events planning and managing related travel, logistics, and budgets. Liaise with vendors (e.g. event planners, translators, graphic designers, etc.) and consultants, and assisting with compliance and procurement processes, managing associated contracts and payments.
  • Manage the South Asia Program team calendar: scheduling calls and meetings and taking minutes as requested; arranging staff and consultant travel; submitting travel authorizations; processing expense reports; handling invoice and reimbursement processes; reviewing reports and other documents for compliance, accuracy, and readability; and dealing with public inquiries.
  • Assisting the Regional Manager in managing team/unit's budgets, including planning, tracking, and variance monitoring and reporting.
  • Possible ad hoc responsibilities may include: conducting basic research; document editing; drafting correspondence, summaries, and background materials; outreach tracking; reviewing grantee updates; collecting, compiling, and analyzing data and information in support of grant making processes; reviewing financial reports; and communications-related projects.


What we are looking for:

  • The Program Administrative Specialist will ideally have 3-5 years of administrative experience at a large and complex organization in one of the South Asian countries. Experience implementing systems in large philanthropic organizations and/or not-for-profits is a plus.
  • Demonstrated experience and desire to make operations run smoothly and efficiently. Experience making administrative and procedural decisions and judgments on sensitive and confidential issues.
  • Experience with record keeping, budgeting management, and finance administration.
  • Proven ability in multi-tasking and working independently on complex administrative tasks. Able to prioritize appropriately and to troubleshoot and follow projects through to completion, consistently on schedule and without loss of attention to detail.
  • Excellent interpersonal skills, especially the ability to manage a variety of culturally diverse relationships with grantees and other interlocutors.
  • Willingness and ability to travel in South Asia (frequently) and internationally (occasionally).


What we offer:

  • Ample opportunities to learn and grow, from annual professional development allowances to onsite training's and brown bag lunches with visiting experts.
  • Top-notch benefits and perksdesigned for your well-being and a healthy work-life balance. With some variability according to location, this includes generous time off, flexible work arrangements, employer-paid health insurance, generous retirement savings plan, progressive 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 like of an Open Society colleague 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.

Please note, this position is not eligible for work authorization sponsorship.

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

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.
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