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London Administrative Associate

The Open Society Foundations work to build vibrant and tolerant democracies whose governments are accountable to their citizens. To achieve this mission, the Foundations seek to shape public policies that assure greater fairness in political, legal and economic systems and safeguard fundamental rights. On a local level, the Open Society Foundations implement a range of initiatives to advance justice, education, public health, and independent media. At the same time, we build alliances across borders and continents on issues such as corruption and freedom of information. The Foundations place a high priority on protecting and improving the lives of people in marginalized communities.

Investor and philanthropist George Soros established the Open Society Foundations, starting in 1984, to help countries make the transition from communism. Our activities have grown to encompass the United States and more than 70 countries in Europe, Asia, Africa, and Latin America. Each Foundation relies on the expertise of boards composed of eminent citizens who determine individual agendas based on local priorities.

The Open Society Justice Initiative uses law to protect and empower people around the world. Through litigation, advocacy, research and technical assistance, the Justice Initiative promotes human rights and builds legal capacity for open societies. We foster accountability for international crimes, combat racial discrimination and statelessness, support criminal justice reform, address abuses related to national security and counterterrorism, expand freedom of information and expression and stem corruption linked to the exploitation of natural resources. Our staff are based in Abuja, Amsterdam, Bishkek, Brussels, Budapest, Freetown, The Hague, London, Mexico City, New York, Paris, Phnom Penh, Santo Domingo and Washington, D.C. Further details on Open Society Justice Initiative are located on www.justiceinitiative.org.

Purpose of Position

Reporting to the Director of Administration, the administration associate will provide administrative support to assigned initiatives. Work is carried out under general supervision.

Essential Duties & Responsibilities
  • Provide administrative support to the Director of Administration, Justice Initiative;
  • Generally assist in program administration and carry out office duties, including: photocopying, faxing, mailings and preparing expense reports;
  • Prepare, maintain and update files and filing systems both electronic and paper;
  • Coordinate and prepare internal meetings, including scheduling, booking rooms, preparing materials, taking minutes and setting up conference calls;
  • As directed, coordinate travel including arranging itineraries, tickets, visas, and travel authorizations for project staff and non-OSI colleagues;
  • Provide administrative support to the grants management, legal and finance departments as needed in order ensure smooth and timely processing of grants, contracts and payments;
  • Assist, processes and tracks payment requests;
  • Act as a point of contact (telephone and/or e-mail) for program-related inquiries and respond to routine telephone and written inquiries from applicants and others;
  • Assist in compiling, editing and drafting program material, including updates to the OSI website;
  • Perform research and assist with special projects as requested;
  • Perform other duties as assigned;
  • Travel may be required.
Education / Experience
  • Bachelor’s degree from a college or university, and relevant experience or training; or equivalent combination of education and experience;
  • NGO or foundation experience/interest in human rights preferred.
Skills Required
  • Excellent written, verbal, analytical, organizational and attention to detail skills;
  • Excellent computer skills, proficient in Microsoft Office;
  • Excellent listening and communication skills with sensitivity to cultural communication differences;
  • Work as a team member and independently, with a high level of self-motivation;
  • Show discretion and facility in handling confidential issues;
  • High level of self-motivation and at ease working independently when necessary;
  • Poised, works well under pressure, attentive to detail and works well under pressure;
  • Flexibility and willingness to work simultaneously on a wide range of tasks and projects and ability to prioritize tasks;
  • Pleasant, diplomatic manner and disposition in interacting with senior management, co-workers and the general public.
Program Specific Requirements
  • Expertise with databases a plus;
  • Attend regular meetings with the Administrative team;
  • Maintain an administrative calendar;
  • Perform any other tasks as assigned by the Director of Administration.
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.

Compensation
Commensurate with qualifications and experience. Excellent benefits package.
Application Instructions

Please send with ref: AAJI in the subject line a short cover letter and your CV to recruitment-ji@osf-eu.org.