Program Administrative Specialist

Job Type

Full Time







Program Administrative Specialist, Open Society Initiative for Europe, Barcelona, Deadline: 11/29/2018

The Open Society Initiative for Europe (OSIFE) established in January 2013 to build on three decades of the Open Society Foundations' work in Europe, aims to narrow the gulf between the promise of Europe as the prototype for an open society and reality. By taking both reactive and proactive approaches to policy reform, it supports efforts to defend civil liberties and human rights across Europe, address the challenges of migration, and fight discrimination-including Islamophobia and the structural discrimination against Roma. In addition to engaging and supporting bottom-up initiatives that can reconnect critical constituencies to the European project, the Open Society Initiative for Europe supports high-level debates about the institutional and political developments that threaten the viability of the EU as a democratic polity.

Job Profile

We are recruiting for a Program Administrative Specialist to join our team based in Barcelona. The Program Administrative Specialist is responsible for performing high level administrative duties to assist the smooth operations of the OSIFE program. This is an administrative and operational role that provides high level administrative support to program staff (contracts and grants administration, budget monitoring and events planning mainly). The person will work on assigned projects, processes, and/or areas of responsibility with considerable independence.

In addition to knowledge of OSF-specific systems, the role calls for specialized knowledge of the required subject matter and/or technical skills. This role is responsible not only for completing work in assigned areas with limited supervision, but also for identifying problems and resolving them in consultation with others and, as necessary, with guidance from a supervisor. The incumbent has a high level of responsibility for establishing and maintaining effective and constructive working relationships both internally (within the OSIFE Programmatic and Admin Team, as well as with Legal and Finance team) and externally (with Contractors, Grantees..) and may also be responsible for managing projects of some complexity.

Essential duties and responsibilities will include:
  • Manages team/unit's budgets, including planning, tracking, and variance monitoring and reporting.
  • Assists in complex events planning and managing related travel, logistics, and budgets. Liaises with vendors (e.g. event planners, translators, graphic designers, etc.) and negotiates contract terms and conditions.
  • Administers consultancy & research Service Contract in Contract Access in close coordination with Programmatic staff.
  • Providing advanced administrative support for grant making activities and/or other program functions by performing operational work that helps achieve a specific program's goals/plans. Includes managing most issues independently, identifying new administrative/operational needs and developing/implementing solutions.
  • Stays abreast and communicates of relevant administrative and financial policies, deadlines and compliance requirements and assists staff with understanding, operationalizing, and adhering to relevant policies and guidelines. May train staff on grants or other processes/workflows.

Other internal administration and communication:
  • Provides support on the settlement of corporate credit card expenses to the most senior staff of the Unit
  • Provides support arranging Travel tickets to the most senior staff of the Unit
  • Contributes to the up to date maintenance of OSIFE calendars : coordinating the dates suitable for all kind of meetings (All staff, Admin meetings, Senior Management Meetings, Team Meetings)
  • Maintains Unit's Box folder structure in coordination with the Unit and Core Admin Team
  • Participate, in coordination with Core Admin Team, on induction sessions for new hires
Candidate profile
  • bachelor's degree and 3-5 years of experience; or equivalent combination of education and experience.
  • will ideally have administrative experience at a large and complex organization.
  • in-depth knowledge of grant making or other related policies, guidelines, and processes.
  • knowledge of grant making or other related processes.
  • high proficiency with office technology and software used by OSF, including the Microsoft Office suite. Must be comfortable learning new proprietary software systems.
  • proficiency in using data management and visualization platforms and databases (e.g. Salesforce, NetSuite, CONCUR, Contract Access and Adaptive Planning, etc.).
  • will ideally have knowledge of OSF administrative and financial procedures.
  • ability to set up processes, systems, and workflows and ensure adherence to completion according to organizational policies.
  • experience with budgeting management, and finance administration is crucial.
  • The role requires the ability to build and maintain relationships with a wide range of people from diverse backgrounds within a complex organization.
  • Regular travel to other OSF offices in Europe is expected.

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.

Professional Level

None specified

Minimum Education Required