Program Administrative Specialist - Fixed Term


Please note, this is a 1 year Fixed Term role

The Asia Pacific Regional Office (APRO) of the Open Society Foundations aims to bolster and reinforce open society values in the Asia Pacific region. To accomplish this, APRO supports an array of national and regional civil society organizations, activists, and community groups. Our work takes place in three major sub-regions: South Asia, East Asia, and Southeast Asia.

Our East Asia work encompasses our work in China, Taiwan, and the Korean Peninsula, and focuses on shoring up civic activism, exposing abuses, and fighting for the rights of marginalized communities. In Southeast Asia, our work touches a wide range of countries, focused on issues such as inclusive development, human rights, democratic participation in adverse contexts, and strengthening regional institutions. Our regional work focuses on cross-border issues, supports pan-Asia organizations and mechanisms, and fosters collaboration across groups in the region. 

Job Profile

We are recruiting for a Program Administrative Specialist to join our team based in New York. The Program Administrative Specialist is responsible for performing high level administrative duties to assist the smooth operations of the East Asia program. This is an administrative and operational role that provides high level administrative support to all program staff.

Essential duties and responsibilities in this role include:   

  • providing advanced administrative support for grant making activities and/or other program functions.
  • taking detailed meeting notes and synthesizing key information.
  • updating key documents and calendars that track selection cycles and grant progress.
  • organizing and maintaining the shared drive, electronic files, and databases.
  • liaising with vendors and consultants and assisting with compliance and procurement processes;  managing associated contracts and payments.
  • liaising with Accounting/Finance and utilize Concur and NetSuite to process expense reports, invoices and reimbursements.
  • reviewing reports and other documents for compliance, accuracy, and readability.
  • assisting with processing grants as well as identifying and implementing grants-related best practices.
  • assisting in complex events planning and managing related travel, logistics, and budgets. Liaises with vendors (e.g. event planners, translators, graphic designers, etc.) and negotiating contract terms and conditions.

Candidate profile

  • bachelor’s degree and 3-5 years of experience; or equivalent combination of education and experience.
  • administrative experience at a large and complex organization.
  • experience making administrative and procedural decisions and judgments on sensitive and confidential issues.
  • 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).
  • experience with record keeping, budgeting management, and finance administration is crucial.
  • demonstrable ability to set up processes, systems, and workflows and ensure adherence and follow-up.
  • experience administering travel and expenses, catering, office security, and scheduling personnel appointments and maintaining calendars.
  • substantive knowledge of the region strongly preferred; knowledge of one or more regional languages a plus.

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. ​