Program Administrative Specialist for Internal Coordination and Events

Open Society Foundations
  • Location
    Berlin, Germany
  • Sector
    Non Profit
  • Experience
    Mid Career
  • Posted
    May 11

Position description

Program Administrative Specialist for Internal Coordination and Events. Berlin. Posting Date: 05/10/2019. Deadline: 06/03/2019

Job Profile

The role of the Program Administrative Specialist for Internal Coordination and Events within the team of the Director for Institutional Relations is a professional role requiring familiarity with organizing events and the coordination of internal systems. It requires knowledge about human rights and advocacy work in Germany, Europe and globally and the administration of this work. This role functions as part of the wider Office of the Berlin Director team, under the direct supervision of the Director of Institutional Relations, and in direct cooperation with the Project Head for Outreach, Strategic Communication and Advocacy.

The Program Administrative Specialist for Internal Coordination and Events will be responsible for organizing the day- to- day work of the Director for Institutional Relations, for assisting on ongoing projects and for the organization, administration and management of events, especially public events in Berlin and Germany and for the effective coordination of information within the team and with other OSF teams. Although this is not primarily a grant-making role, some grant-making may be involved, notably for the development and implementation of projects undertaken by the team. Their contributions include coordination of complex processes leading to effective outreach through public events and convenings, knowledge and information management, facilitation of meetings or processes, grant-making and general support to the effective work of the Director of Institutional Relations.

Duties and Responsibilities:

  • Co-designs concepts for different formats of event; leading and coordinating the events implementation process in support of public policy advocacy, partnerships with other foundations and organizations, and OSF' s cross-regional projects and integrative activities
  • Organizes the day to day work of the Director for Institutional Relations and assisting her in her administrative every-day duties
  • Ensures the efficient administration of projects and events in collaboration with staff in the Berlin Office Director's team and several other functional units; among others develops tools and templates, conducts event logistics, and processes contracts, consultancy agreements and grants.
  • Co-develops knowledge and information management processes and the internal coordination of data and the flow of information with other colleagues in the wider team of the Office of the Berlin Director.
  • Monitors the database of contacts and oversees the Berlin policy-log to track OSF activity in Berlin and Germany.
  • Establishes good rapport with other units across the OSF network.
  • Assists on the development and implementation of projects on an ad-hoc basis.
  • Co-develops team learning design and facilitation.


Candidate Profile

Skills and Abilities: The following list is not inclusive, but highlights a number of the most critical skills and abilities for performing the role.
  • Organized; strong project management competence; self-directed approach to work; strong attention to detail; manages competing priorities, workload and deadlines effectively.
  • Creative; has ideas for different event formats that go beyond traditional convenings, including those that make effective use of latest technology, media, arts and culture.
  • Knowledgeable; on issues of interest to OSF generally; background in human rights or civil society activism an advantage.
  • Excellent mastery of technology, including excellent user level knowledge of common programs.
  • Excellent written and spoken communication in both English and German.
  • Collaborative and collegial; works constructively with colleagues at all levels in the hierarchy of the organization as well as with external partners.
  • Recognizes and works effectively in compliance with internal policies and external constraints.
  • Emotionally intelligent, self-aware, self-managing, empathetic.
  • Strongly committed to open society values of rights, justice, accountable governance, human dignity, and democratic practice, as well as to inclusion and respect for all colleagues regardless of identity or seniority.


Qualifications: Experience/Education
  • Minimum 5 years of work experience in civic organizing in the field nationally and internationally.
  • Event organization and management experience, preferably in an international setting or with an international dimension.
  • Administrative skills including planning and coordinating complex, multi stakeholder meetings and other scheduling, grants and contract management using specialized computer software (for example, experience with programs like Salesforce and Concur will be an advantage).
  • Learning design and facilitation experience an advantage.
  • Field experience in civil society activism and / or human rights an advantage.
  • Experience in fields such as arts and culture, (social) media and technology an advantage.
  • Bachelor's degree in a relevant field of study or equivalent experience/education; graduate degree desirable.


Please apply by submitting your Resume and Cover Letter in English

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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