The Open Society Public Health Program (PHP) is seeking a (part-time) Program Administrative Specialist, based in Budapest.
The Public Health Program (PHP) advances a human rights approach to health, with an emphasis on social inclusion and reclaiming the public good in health. We work to make justice systems more responsive to health, to shift power dynamics in health-related decision-making, to challenge the health establishment to advance human rights, and to influence the funding environment for health and rights. The PHP is unique in explicitly focusing on the political nature of health, not seeing it solely or primarily as a technical issue.
- The Administrative Specialist will provide administrative support for the PHP’s Media and Narratives Division as well as the Health, Law and Equality Division.
- The Administrative Specialist will report to the PHP’s Director for Media and Narratives, and collaborate closely with the Project Director within the HLE division.
Typical Duties and Responsibilities
- Working closely with Budapest-based programmatic staff on various administrative tasks and projects, supporting them as requested.
- Processing and overseeing progress of contracts, which includes liaising with consultants on proposal documents and crucial contracting information, creating new consultant records, drafting Terms of Reference based on proposal documents and discussion with consultant and program staff, identifying the type of contract, submitting request for approval and processing through OSF’s system, working with Legal on contract drafting and processing, ensuring contracts are signed and activated, processing payments as per payment schedule, liaising with staff on contract progress as needed, reviewing invoices and expense reconciliation reports thoroughly, and working with consultant, staff and Legal on contract amendments when necessary.
- Supporting Division staff in the grant-making process, which includes liaising with grantees on the proposal submission process, monitoring and assigning proposal submissions, assisting with grant record preparation for compliance, relaying feedback/questions/reminders to staff from the Grants Officer as needed, reminding program staff and grantees of pending grant reporting and approvals, and liaising with the Grants Officer on return of unexpended funds and grant closure.
- Assisting the New York-based Senior Program Administrative Specialist with tracking the budget and grants pipeline, which includes regularly liaising with Division and other PHP staff on expenditures and programmatic plans, logging reallocations and budget changes, and working with Division staff to ensure that all charges to the budget are coded accurately.
- Processing vendor payments for services not necessitating contracting, including translation, shipping, publication printing, etc.
- Assisting with meeting/seminar logistics. Responsibilities will range from booking a conference room, setting up conferencing line, and inviting participants to more complex logistics involving an application process, working with Legal on expense approval, booking travel, coordinating all on-site logistics, and providing post-seminar support.
- Taking meeting notes as requested, including for grant peer reviews.
- Purchasing supplies and books for Division as requested.
- 3-5 years of administrative experience at a large and complex organization.
- Bachelor’s degree in a relevant field of study or equivalent experience/education.
- Excellent organizational, analytical and interpersonal skills.
- Poised, works well under pressure and attentive to detail.
- High proficiency in Microsoft Office and other office technologies and IT solutions; must be comfortable learning new proprietary software systems.
- Proficiency in data management and visualization platforms and databases (e.g. Salesforce, NetSuite, Foundation Maps, etc.).
- Experience with record keeping, budgeting management, and finance administration.
- Experience with multi-tasking and working independently on complex administrative tasks. Able to prioritize appropriately.
- Ability to build and maintain relationships with a wide range of people from diverse backgrounds within a complex organization.
- Experience making administrative and procedural decisions and judgments on sensitive and confidential issues.
- Strong organizational skills, detail orientation, proactive problem-solving, and a desire to facilitate smooth program operations are all indispensable to this role.
- Not afraid to ask the right questions to ensure that something is completed correctly.
- Mature, creative, and a quick learner.
- Interest in health and rights is a plus, but not necessary.
Application Instructions: Please send a cover letter and resume as one document when submitting an application. Cover letters are required for all applications. Please address correspondence to: [email protected]
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.
Minimum Education Required