Program Administrative Specialist, International Migration Initiative (fixed-term)

Open Society Foundations
  • Location
    London, United Kingdom
  • Sector
    Non Profit
  • Experience
    Early Career / Mid Career
  • Posted
    Mar 31

Position description

Program Administrative Specialist, International Migration Initiative (fixed-term). London. Posting Date: 03/29/2019. Deadline: 04/05/2019

We are looking for a Program Administrative Specialist (PAS) to serve as the principle point of contact performing operational and administrative matters within the 21st Century Protection program area of the International Migration Initiative (IMI), and as a member of the administrative team providing more general administrative support to the work of the IMI. This position is a fixed-term cover during parental leave from May 2019 -June 2020 and is based in London.

IMI's 21st Century Protection program area. It aims to 1) promote innovations that expand the capacity of the international protection system and extend rights protections to more people on the move; 2) provide analysis of protection issues to inform broader OSF responses to displacement crises; and 3) strengthen the field to fight policies and practices that threaten migrants and refugees, such as detention and deportation. This program area uses a combination of advocacy, government engagement, and civil society support to push change.

Our ideal candidate will have a keen interest in developing specialized knowledge and technical expertise in the operational aspects of grantmaking and contracting. The candidate will serve as an expert resource in helping operationalize the Protection team's strategy, contributing to the institutional, programmatic, and financial integrity of the program, and identifying and resolving problems independently. They will have a high level of responsibility for establishing and maintaining effective and constructive working relationships both internally and externally and will be responsible for managing projects of some complexity. The successful candidate will enjoy maintaining order in the face of changing deadlines and requirements, with an ability to prioritize and balance multiple assignments. They will be rigorous and detail-oriented; collegial and collaborative; proactive and resourceful; punctual, responsible, and dependable, with a superior sense of discretion and judgement.

The PAS will primarily support the Protection program area (80% or four days/week), as well as provide general operational support for the wider IMI team (20% or one day/week). The candidate selected will report to the Protection team lead and work closely with the team's Program Officer and Policy Officer.

Typical Duties and Responsibilities

  • Conducts advanced operational support for the Protection team and the wider IMI team. Includes managing issues independently, identifying new administrative/operational needs and developing/implementing solutions.
  • Stays abreast of relevant policies and compliance requirements and assists staff with understanding, operationalizing, and adhering to policies and guidelines. Includes guiding staff on processes/workflows
  • Assists with processing grants and contracts as well as identifying and implementing grants/contract-related best practices.
  • Serves as key point of contact with OSF's relevant operational departments, helping pre-empt and troubleshoot any grantmaking, contracting, and other relevant issues.
  • Assists in events planning and managing related travel, logistics, Liaises with vendors (e.g. event planners, translators, graphic designers, etc.) and negotiates contract terms and conditions. May manage administrative issues related to the work of retained consultants (and their logistical support)
  • Reviews reports and other documents for compliance, accuracy, and readability; this may include review of data to assure that it is accurate and complete in accordance with appropriate protocols.
  • Manages the Protection team calendar, schedules calls and meetings and taking minutes as requested, arranges staff travel, and submits travel authorizations, administers/processes expense reports and invoices, handles intake and appropriate routing of calls/emails, and deals with inquiries.
  • Ad hoc responsibilities: may be asked to take on other operational responsibilities such as conducting basic research; document editing; drafting correspondence, summaries, and background materials; outreach tracking; reviewing grantee updates; collecting, compiling, and analyzing data in support of eligibility assessments, docket write-ups, and peer and portfolio reviews.


Candidate Profile

  • 3-5 years applicable administrative and/or operational experience; knowledge of the philanthropic sector is an asset but not required.
  • Excellent organizational, analytical, interpersonal, and proactive problem solving skills.
  • Demonstrated experience and desire to make operations run smoothly and efficiently.
  • Excellence in communicating with tact and diplomacy, both orally and in writing (including to senior management, co-workers, and the general public). Includes building and maintaining relationships with a wide range of people from diverse backgrounds and displaying sensitivity to cultural communication differences.
  • Interest in acquiring in-depth knowledge of grantmaking and other related policies, guidelines, and processes.
  • Poised, works well under pressure, and attentive to detail.
  • Demonstrated proficiency in data management, Microsoft Office, and other office technologies as well as comfort in learning new proprietary software systems (e.g. Salesforce, NetSuite, Concur, and Box).
  • Ability to set up processes, systems, and workflows, and ensure adherence to procedures and follow-up.
  • Experience with record keeping, budget management, and finance administration.
  • Ability to prioritize appropriately and work independently on complex administrative tasks.
  • Experience with multi-tasking and working independently on complex administrative tasks.
  • Mature, creative, and a quick learner, with high level of self-motivation, entrepreneurship, and strong work ethic.
  • Interest in issues relating to refugees and migration while helpful, is not required.
  • Fluency in second language is an asset, but is not required.


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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