Program Administrative Specialist

Open Society Foundation
  • Location
    Colombo, Sri Lanka
  • Sector
    Non Profit
  • Experience
    Mid Career
  • Apply by
  • Posted
    Sep 30

Position description

Completive Salary + Excellent Benefits

One-year Fixed Term Contract

Colombo, Sri Lanka

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 Program Administrative Specialist you will:

  • Assist with processing and managing grants and consultancies marshalling 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
  • Assist the Regional Manager in managing team/unit's budgets, including planning, tracking, and variance monitoring and reporting.

We offer ample opportunities to learn and grow, from annual professional development allowances to onsite training. You will receive excellent benefits and perks designed 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!



You will ideally have 3-5 years of administrative experience at a large and complex organization in a South Asian country. Experience implementing systems in large philanthropic organizations and/or not-for-profits is a plus. A proven ability in multi-tasking and working independently on complex administrative tasks and be able to prioritize appropriately and follow projects through to completion, consistently on schedule without loss of attention to detail.

Application instructions

A full job description and candidate profile can be found on our website.

To apply, please click the button below to be taken to our employment page.

Closing date: 20 October 2019.

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 fulfil the essential functions of the job.

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