Program Assistant - Global Drug Policy Program

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.

Launched in 2008, the Global Drug Policy program (GDPp) aims to shift the paradigm of drug policies around the world from today's punitive approach to one rooted in public health and human rights. Broadly speaking, such reform would reduce reliance on criminal justice systems to address problems associated with drugs or drug use, ideally limiting criminal sanctions solely to those offenses involving harm to others and eliminating criminal penalties for mere drug possession; ensure that penalties for crimes associated with drugs or drug use are proportional; provide appropriate care for those seeking treatment for drug dependence; and take into account the livelihoods of those implicated in illicit crop production.

GDPp is a grantmaking program that supports organizations worldwide in advocating for rational, evidence-based policies at the national, regional, and international level.

The Program Assistant will support GDPp and report to the Program Director. The post is based in New York.

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

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;
• Draft/edit routine correspondence and memoranda, sends standard letters to grant applicants, ensure that grant documentation, supporting documentation and docket memos are in order;
• Assist in scheduling appointments and calls, and arranges travel and meetings for staff, including coordinating with conference organizers;
• Organize logistics of meetings and workshops (travel arrangements, materials, minutes);
• 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;
• Maintain and update working files and databases.
• Serve as liaison with Finance under direction of the supervisor;
• Assist in preparing the annual budget submission department-data and narrative and work with projects to ensure its accuracy;
• Track expenditures and variance, prepare quarterly explanation of variances for Finance;
• Maintain and update the relevant department files and databases;
• 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.

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.

Program Specific Requirements:

• Excellent command Spanish both verbal and written, other languages a plus;

START DATE: July 1.

Location: New York

Compensation: Commensurate with experience. Excellent benefits package.