Open Society Institute–New York Program Assistant

The Open Society Foundations work to build vibrant and tolerant societies whose governments are accountable and open to the participation of all people.

We seek to strengthen the rule of law; respect for human rights, minorities, and a diversity of opinions; democratically elected governments; and a civil society that helps keep government power in check.

We help to shape public policies that assure greater fairness in political, legal, and economic systems and safeguard fundamental rights.

We implement initiatives to advance justice, education, public health, and independent media.

We build alliances across borders and continents on issues such as corruption and freedom of information.

Working in every part of the world, the Open Society Foundations place a high priority on protecting and improving the lives of people in marginalized communities.

The Open Society Foundations works to build vibrant and tolerant democracies whose governments are accountable to their citizens. The Middle East and North Africa Initiative (OSF-MENA) is a program of the Open Society Foundations dedicated to exploring possibilities for developing civil society in the countries of the region. Through its Arab Regional Office based in Amman, Jordan, OSF-MENA supports local civil society in its efforts to protect human rights and build vibrant and tolerant societies. It supports a diverse group of civil society organizations, research centers, universities, and media organizations across the Arab world in Egypt, Iraq, Jordan, Lebanon, Morocco, the Occupied Palestinian Territories, Tunisia, and Yemen. 

Purpose of Position

Provide administrative and programmatic support to support assigned OSF initiatives. Work is carried out under general supervision.

Essential Duties & Responsibilities

Essential duties and responsibilities include the following. OSF may add, change, or remove essential and other duties at any time.

• Provide administrative support to the Director and/or Program Officer(s);
• Perform clerical duties, including: responding to incoming calls and requests from the general public; faxing and photocopying; preparing expense reports; and generally assists in program administration;
• Drafts/edits routine correspondence and memoranda, sends standard letters to grant applicants, ensures that grant documentation, supporting documentation and docket memos are in order for the Senior Program Officer (SPO);
• Assist in scheduling appointments and calls, and arranges travel and meetings for staff, including coordinating with conference organizers;
• Assist SPO by inputting grants into OSI’s grants tracking software system and tracking grant reports; 
• Assist with the preparation of annual budgets and work plans, and monitors spending;
• Process and track contracts and grant payment requests for program initiatives;
• Review grant proposals and grant reports as requested to ensure documentation is complete;
• Coordinate with grants management, and follow up with grantees on overdue reports;
• Organize all logistical aspects of events and workshops; reserving event space; preparing materials; organizing phone or video links with other offices; planning conference events; booking travel and procuring visas for speakers;
• Maintains and updates working files and databases.
• Prepares consultancy contracts, facilitating approval processes within OSF, processing consultants’ expense reports, and coordinating consultants’ travel needs;
• Making conference room reservations and organizing conference calls;
• Perform other duties as assigned.

Education / Experience

Bachelor’s degree from a four-year college or university, and one to three years of 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, organizational, analytical and interpersonal skills;
• Excellent computer skills, proficient in Microsoft Office;
• Excellent listening and communication skills with sensitivity to cultural communication differences;
• Show discretion and ability to handle confidential issues;
• High level of self-motivation and at ease working independently when necessary;
• Poised, works well under pressure and attentive to detail;
• 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

Advanced written and verbal fluency in Arabic and English a must.

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 experience. Excellent benefits package.

Application Instructions

Please email resume and cover letter with salary requirements to:humanresources@opensocietyfoundations.org Include job code in subject line: PA-MENA.

Application Deadline:

April 19, 2013

Email:

humanresources@opensocietyfoundations.org

Include job code in subject line: PA-MENA

Mail:

Open Society Foundations
Human Resources – CodePA-MENA
224 West 57th Street
New York, New York 10019