Program Administrative Specialist, Public Health Program

Open Society Foundations
  • Location
    Berlin, Germany
  • Sector
    Non Profit
  • Experience
    Early Career / Mid Career
  • Posted
    Mar 16

Position description

Program Administrative Specialist, Public Health Program. Berlin. Posting Date: 03/18/2019. Deadline: 03/29/2019

The Open Society Public Health Program (PHP) is seeking a Program Administrative Specialist, based in Berlin.

The 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

The Administrative Specialist will provide administrative support for the PHP's Mental Health and Rights subtheme within the Health, Law and Equality (HLE) Division and will report to the HLE Division Unit Manager.

Typical duties and responsibilities include:

  • Working closely with programmatic staff across several OSF offices 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
  • Providing complex grant making or other data reports and visualization
  • Assisting the New York-based HLE Senior Program Administrative Specialist with tracking the budget and grants pipeline
  • Stays abreast of relevant policies and compliance requirements and assists staff with understanding, operationalizing, and adhering to relevant policies and guidelines
  • 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 experience at a large and complex organization
  • Demonstrated experience and desire to make operations run smoothly and efficiently
  • Excellent organizational, analytical, interpersonal, and proactive problem solving skills
  • Poised, works well under pressure and attentive to detail
  • 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 upload a cover letter and resume as one document when submitting an application.

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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