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- Program Administrative Assistant , UK

Program Administrative Assistant

    Deadline: 04/30/2019

    Economic Justice Program (EJP) aims at the expansive goal of economic advancement in which it seeks to influence systemic change on regions, industries, value-chains and capital flows in ways that contribute to building open and socially just societies. It aims to achieve this by deploying a suite of tools, including: investment capital, policy work, civic and community strengthening, and stakeholder engagement. It will deploy these tools individually or in concert depending on local need and context.

    The Program Administrative Assistant (PAA) is responsible for performing skilled administrative duties and acquiring OSF-specific knowledge in the course of performing assigned duties.  The PAA will report to the Supervising Program Administrative Officer and be responsible for providing the highest quality general administrative support to the non-supervisory level staff of EJP and is part of a streamlined, collaborative and fast-paced global team.

    A secondary job responsibility for this position will be Salesforce Administration. The team utilizes Altiva-Salesforce as an essential investment tool to track deal flow, investee interactions, and to increase transparency and team communication. Additionally, team members use Chatter, to communicate to the entire team, or other team members regarding general matters, sectors, and regions. The post-holder would ensure that the system remains up to date and organized, so that it continues to be a helpful and essential tool for all team members.

    The successful candidate must have significant experience managing administrative duties for a team while juggling multiple tasks.  The successful candidate will have demonstrated the highest discretion and diplomacy, integrity, excellent judgment, and respect in his or her relationships with colleagues and have excellent skills in communication and cross-cultural collaboration.

    Some of the essential duties and responsibilities will include, but not be limited to;

        Provides general office support with a variety of clerical activities and related tasks. Responsible for mail distribution, flow of correspondence, requisition of supplies as well as additional clerical duties. Screens correspondence, direct to appropriate project staff and draft routine project correspondence;
        Assist with administrative and logistical issues for  travel arrangements, which include obtaining non e-visas for all non-supervisory EJP staff;
        Coordinate meetings for non-supervisor EJP staff by utilizing Condeco and Blue Jeans software systems and coordinating time and place, reserving meeting spaces, distributing dial-in information and other logistic points, registering visitors via email and occasionally coordinating catering;
        Track business expenses, process payments and invoices for non-supervisor EJP staff;
        Maintain contact list and files and oversee electronic mail distribution lists;
        Contributes to team effort by accomplishing related results as needed;
        Gather and organize briefing materials in advance of meetings.

        Making edits to the functionality of the site, inputting information on behalf of senior staff members, and serving as a project manager to take on any large scale issues and changes to the site such as revising data fields and picklists.
        Taking full responsibly for the site, and training and new employees (Full training in Salesforce and AIM Software will be provided)
        Ensuring the data is properly entered into the system, establishing conventions, and developing training manuals and materials.
        Running reports, to magnify certain data points regarding SEDF activity.
        Providing administrative support for investment activities and/or programs by performing operational work that helps achieve a specific program’s goals/plans. May identify new administrative/operational needs and develop/implement solutions.
        The post-holder may be asked to take on other projects/tasks as assigned.

    Candidate profile

        The Program Administrative Assistant will ideally have administrative experience at a large and complex organization.
        Demonstrable high proficiency with office technology and IT solutions used by OSF, including Microsoft Office suite. Must be comfortable learning new proprietary software systems.
        Demonstrable proficiency in using data management and visualization platforms and databases (e.g. Salesforce, NetSuite, Foundation Maps).
        Demonstrable ability to set up processes, systems, and workflows and ensure adherence and follow-up.
        Experience with record keeping, budgeting management, and finance administration.
        Experience administering travel and expenses, catering, and scheduling personnel appointments and maintaining calendars.
        Proven 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.
        Experience with multi-tasking and working independently on administrative tasks.
        Experience drafting verbal and written communications in English
        Bachelor’s degree in a relevant field of study or equivalent experience/education.
        More than one year of progressively responsible experience in a situation relevant to the duties of this role is typically required to develop the skills required for this role.

    Work Environment and Physical Demands: Essential functions are typically performed in an office setting with a low level of noise.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    We are strengthened by the diversity of our colleagues across the Open Society Foundations, and we welcome and actively seek applications from people of all cultures, backgrounds, and experiences.

    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.


Job posted on 10th April 2019
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