Program Administrative Specialist

Open Society Foundations
  • Location
    Berlin, Germany
  • Sector
    Non Profit
  • Experience
    Early Career / Mid Career / Advanced
  • Posted
    Sep 07

Position description

Program Administrative Specialist, Public Health Program, Berlin, Deadline: 09/22/2018

The Open Society Public Health Program (PHP) advances a human rights approach to health, with an emphasis on social inclusion and reclaiming the public good in health. We work to make justice systems more responsive to health, to shift power dynamics in health-related decision-making, to challenge the health establishment to advance human rights, and to influence the funding environment for health and rights. The PHP is unique in explicitly focusing on the political nature of health, not seeing it solely or primarily as a technical issue.

Job Profile

PHP is seeking a Program Administrative Specialist (PAS), based in our newly-opened Berlin office, to provide advanced administrative and operational support for grant making activities of two PHP divisions: Media and Narratives and Health, Law and Equality. The PAS reports to the Director for Media and Narratives and is part of a close-knit, collaborative team based in Berlin, New York, Vienna and London.

Typical Duties and Responsibilities include:

  • Working closely with Berlin and Vienna-based programmatic staff on various administrative tasks and projects, supporting them as requested;
  • Processing and overseeing progress of consultant contracts, which includes working with relevant staff members, including Legal department, to ensure progress, approval and payment;
  • Supporting staff in the grant-making process, which includes communicating with grantees on the proposal submission process, monitoring and assigning proposal submissions, assisting with grant record preparation for compliance, and liaising with Grants Management department;
  • Assisting the New York-based Senior Program Administrative Specialist with tracking the budget and grants pipeline, which includes regularly liaising with PHP staff on expenditures and programmatic plans;
  • Processing vendor payments;
  • Coordinating logistics for meetings and seminars, which includes booking travel, coordinating all event details, and providing post-seminar support;
  • Taking meeting notes as requested, including for grant peer reviews;


Candidate Profile

  • 3-5 years of administrative/operational experience at a large and complex organization;
  • Excellent organizational, analytical, interpersonal, and proactive problem solving skills;
  • Demonstrated experience and desire to make operations run smoothly and efficiently;
  • Poised, works well under pressure and attentive to detail;
  • High proficiency in Microsoft Office and other office technologies and IT solutions; must be comfortable learning new proprietary software systems;
  • Proficiency in data management and visualization platforms and databases (e.g. Salesforce, NetSuite, Foundation Maps, etc.);
  • Experience with record keeping, budgeting management, and finance administration;
  • Experience with multi-tasking and working independently on complex administrative tasks. Able to prioritize appropriately;
  • Ability to build and maintain relationships with a wide range of people from diverse backgrounds within a complex organization;
  • Experience making administrative and procedural decisions and judgments on sensitive and confidential issues;
  • Not afraid to ask the right questions to ensure that something is completed correctly;
  • Mature, creative, and a quick learner;
  • Interest in health and rights is a plus, but not necessary.


Application Instructions: Please submit a cover letter and CV.

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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