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Title: Program Assistant

Deadline to apply: March 31, 2023

Applications should include both a resume and a cover letter to be considered.

SUMMARY DESCRIPTION
The Ford Foundation, Middle East and North Africa (MENA), seeks a dynamic, innovative Program Assistant to support the program team as they drive and shape the foundation’s social justice work in the region. The Program Assistant should be a seasoned administrative professional with proven experience and knowledge in supporting collaborative work and an interest in arts and culture, and civic space, and will bring this experience to grantmaking and the team as they implement the office strategy. The ideal candidate will be a detail-oriented, organized, problem solver who is a self-starter and remains calm and gracious in high-pressure situations. The Program Assistant reports directly to the Program Officer.

BACKGROUND
The Program Assistant works within the programmatic team headed up by the Regional Director, alongside Program Officers (POs), a Program Associate, and a Grants Manager (GM), in addition to the Global Senior Program Officer for the Future of Workers Program. The Program Assistant provides critical support to three (3) Program Officers who serve as grant-makers for the Foundation. The Program Assistant manages various activities for the Program Officers, including meetings and grants administration. The Program Assistant helps manage the multiple workflows of program staff and the program team more generally, including the GM and Program Associate.

It is the foundation’s core mission to address inequality in all its forms. The work around the world aims to disrupt the persistent drivers of inequality and advance a more just world committed to the dignity of every person. In the MENA region, the Ford Foundation works with a regional ecosystem as well as in Egypt, Tunisia, and Jordan. Our work in the MENA region aligns with the foundation’s international program on civic engagement and government. We focus on addressing informality and precarity of work through social protection policies that are informed by rigorous evidence. Our work aims to enhance the credibility of civil society in MENA as a partner in inclusive and sustainable development. Our ultimate impact is increased openness of civic space and a narrative that strengthens the values of independent expression, diversity, equity, and inclusion.

The foundation strives to achieve this by working with critical stakeholders and partners in government, civil society, the private sector, and the donor community, including local philanthropies in the region. The Ford Foundation’s social justice mission is advanced by working with civil society organizations to enhance their voices in policy dialogue and working with public authorities to support them strive to maximize people’s social, economic, and cultural rights. The foundation works to address these priorities from a local and regional perspective while bearing in mind the importance of linking local/regional experiences to global conversations/initiatives.

RESPONSIBILITIES

Program Assistants support a team of program staff who are working toward a shared team/regional strategy. Program Assistants hold a variety of responsibilities related to the administrative coordination of programmatic activities with a primary focus on the portfolio of grants made to support the teams’ strategy.

More specifically, reporting to the assigned Program Officer, the Program Assistant will be responsible for the following:

Grant Database (FLUXX)
• Offer administrative support and FLUXX-related assistance to grantees, proposals, and grant actions.
• Assist grantees as needed to help/guide them on navigating thru Fluxx.
• In coordination with GM and POs, follow up with grantees/prospective grantees to collect standard organization documents, e.g. governing docs, audited financials, and upload documents on FLUXX.
• Upload PO notes and grant-related documents on FLUXX.
• Assist POs in generating expedited grants on FLUXX.

Backstopping Program Team on Grant-making
• Assist with sending offline reminders to grantees on pending reports submissions, FLUXX updates (in coordination with PO/GM)
• Generate standard grant-related lists from FLUXX and make them available to the program team POs, GM, and Program Associate.
• Be responsible for filing, data collection, strategy reflections, and grantee visits
• Establish and maintain appropriate files, including digital grant file records.
• Assist with grant-related inquiries, coordinate responses, and maintain correspondence records.
• Contribute to program learning and reflection, including notetaking for internal and external meetings and providing Program Associate with granular grantee-related field experience from grant reports/grant meeting notes, etc.
• Follow-up on pending issues with grantees

Workflow and Administration:
• Assist with Program Officers’ calendar of appointments, including scheduling meetings and follow-up.
• Assist with POs’ work-related travel; assist with developing travel plans and logistical arrangements, including processing expense reports. Coordinate logistics for site visits and grantee meetings; prepare expense reports.
• Assist POs in responding to both internal and external requests for information or other documentation
• Assist in the onboarding of new program staff and consultants.
• Support document production, including preparing and editing reports, memoranda, or other materials.
• Support document management and storage in institutional document repositories.
• Provide general administrative support, e.g. managing mail, scanning, faxing and copying, answering phones, as needed.
• Work alongside the program team, serving as a member of an administrative support group, backing each other up, and collaborating, as needed.
• Research, Convenings, and Communications:
• Undertake light research for the POs and work with the Information Management staff in New York on research tasks.
• Prepare presentations for POs and assist Program Associate with strategy presentations, compiling information into analytical tools, and preparing charts from this information.
• Serve as the focal point for the NY communications team for internal communications content on Fordify.
• Support RD, Executive Assistant, and Operations Manager during visits by our executive leadership team in NY and visits by Ford colleagues across regions or international programs

QUALIFICATIONS
• Excellent communication, interpersonal skills, and organizational capabilities
• 3-5 years of office experience or equivalent internship experience.
• Bachelors/ undergraduate degree relevant to Ford Foundation’s mandate.
• Strong commitment to promoting social justice and upholding values of diversity, equity and inclusion.
• Detailed knowledge of and demonstrated proficiency in the use of office computer applications, including Microsoft Word, Excel, PowerPoint, Outlook; technology certification (such as Microsoft Office Specialist) or equivalent experience.
• Proficiency in multi-media presentations and technical support in virtual convenings.
• Demonstrated proficiency in utilizing online information resources and data tools for information retrieval and data entry. Capacity to undertake Internet-based research.
• Effective oral and written communication skills in English and the ability to handle communications tactfully and professionally with great attention to detail.
• Ability to prioritize work assignments, handle multiple tasks, and function independently.
• Ability to work in diverse teams with shared responsibility and accountability

LOCATION: Cairo, Egypt

PHYSICAL REQUIREMENTS
This position is primarily a sedentary role. However, the person in this position may need to occasionally move about inside the office to liaise with internal staff, access files, office machinery, and a copy machine/printer. Additionally, domestic/international travel may be expected when it is safe to travel, approximately 20%; some travel is directly related to grantmaking, but also to attend team conferences, retreats, and meetings.

The Ford Foundation is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its programs, and operations. As part of this commitment, the Foundation will ensure that persons with disabilities are provided reasonable accommodations. If a reasonable accommodation is needed to participate in the job application process, please contact [email protected].

#LI-Hybrid

Alignment to Culture and Values
• Commitment to the Foundation’s mission and core values of equity, openness, collaboration, trust, accountability and urgency
• Personal qualities of humility, capacity for self-reflection, and a sense of humor
• Discretion and ability to handle confidential issues
• Action-orientated and entrepreneurial self-starter who can work well independently and in teams

Equal employment opportunity and having a diverse staff are fundamental principles at The Ford Foundation, where employment and promotional opportunities are based upon individual capabilities and qualifications without regard to race, color, religion, gender, pregnancy, sexual orientation/affectional preference, age, national origin, marital status, citizenship, disability, veteran status or any other protected characteristic as established under law. The Ford Foundation does not discriminate against formerly incarcerated individuals
Egypt

Salary Criteria