Program Assistant - Andean Region

Program Assistant, Andean Region

The application deadline is on May 23rd,2025. Please submit both a resume and a cover letter to be considered.

ABOUT THE OPPORTUNITY

The Ford Foundation seeks a dynamic and collaborative Program Assistant to join its Bogotá-based Andean Region team, who will be working closely with the Program Officers and the broader program team, becoming a key point of contact and support.

Reporting to the Program Manager, the Program Assistant helps to manage the various workflows of program staff and of the program team more generally. The ideal candidate will have organizational, planning and teamwork skills, able to handle multiple tasks and function independently.

Additionally, the Program Assistant partners closely with internal operations teams to ensure cross-departmental alignment in logistical arrangements for visits, events and other activities related to Program activities.

HOW YOU WILL CONTRIBUTE

The Program Assistant provides key support to the Regional Program Officers who serve as grant-makers for the Foundation. Principal duties and responsibilities include but are not limited to:

Workflow and Administration

• Assists with Program Officers’ calendar of appointments including scheduling meetings and follow-up.
• Assists Program Officers in responding to both internal and external requests for information or other documentation.
• Supports document production, including preparing and editing reports, memoranda, or other materials.
• Supports document management and storage in virtual institutional document repositories.
• Assists with Program Officers’ work-related travel; assists with developing travel plans and logistical arrangements, including processing expense reports via Concur.
• Works with the operations team as a partner in logistical arrangements for visits, events and other activities related to Program activities.
• Provides general administrative support as needed.
• Works with the operations team as a partner in logistical arrangements for visits, events and other activities related to Program activities.
• Provides general administrative support as needed.

Grant-Related Administration

• Supports Program Officers in planning and developing quarterly grant plans.
• Supports the Program Manager in tracking, monitoring, and reporting on office grants making progress and quarterly targets.
• Requests administrative and support information relative to grantee proposals and grant actions.
• Assists with grant-related inquiries, coordinates responses, and maintains correspondence control records.
• Acts as local liaison with grantees providing information on procedures, guidelines, formats to process grants and reports.
• Supports Program Officers in engagement with government, grantees, public and private actors.
• Closely supports Program Manager to guarantee all necessary requests and organization information is submitted.
• Works alongside the program team as a thought partner and administrative support, backing each other up and collaborating as needed on workflows including grant making.

WHAT YOU WILL NEED

• B.A. in Administration, Social Sciences and other related fields or relevant and equivalent experience.
• Professional-level fluency in English (written and oral).
• Work Experience: 2 - 5 years of experience in matters and skills related to the job position.
• Solid computer literacy with multiple technology applications, including Google, Word, Excel, PowerPoint.
• Strong management, organizational and planning skills.
• Strong inter-personal and teamwork skills, a helpful and personable attitude, and evident desire to assist office staff or visitors and general public.
• Effective oral and communication skills and the ability to handle communication tactfully and professionally with a high attention to detail.
• Ability to multi-task and balance the large number of tasks to be done, accurately set work priorities and meet deadlines, anticipate problems and show initiative in solving them.
• Ability to work under pressure, and to prioritize work assignments, handle multiple tasks and function independently.
• Ways of working and engaging that align with the Foundation’s mission, core values, and commitment to creating a culture of excellence.

PHYSICAL DEMANDS:

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.

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, talentacquisitionhr@fordfoundation.org.

SALARY: Based on experience and on the Foundation’s commitment to internal equity.

LOCATION: This position is based in the foundation’s Bogota office. We operate in a hybrid model and require staff to be in the office every Tuesday, Wednesday and Thursday.

Employment Type - Permanent

WORKING AT FORD

• Commitment to creating a culture where everyone feels respected

• A hybrid working model and flexible work arrangement policies offer colleagues the opportunity to engage in meaningful ways and the space to maintain a healthy work-life balance

• Professional development and ample opportunities to build your expertise and expand your network

Learn more about what it’s like to work at the Ford Foundation.

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.