Ford Foundation recruitment for Administrative Assistant in Johannesburg Nov 2018

The Ford Foundation is a New York headquartered, globally- oriented private philanthropic foundation. We believe in the inherent dignity of all people. In addressing the reality of inequality, we are guided by a vision of social justice—a world in which all individuals, communities, and peoples work toward the protection and full expression of their human rights; are active participants in the decisions that affect them; share equitably in the knowledge, wealth, and resources of society; and are free to achieve their full potential.

Job Title: Administrative Assistant
Job Location: Johannesburg

The Administrative Assistant is responsible for managing the Reception efficiently by receiving/greeting visitors and directing them to concerned officials. This role will also provide administrative and logistical support to three Program Officers in order to facilitate the grant making and grant oversight processes of the Foundation, working closely and pro-actively with colleagues across the Office for Southern Africa to help manage administrative workflows and to ensure a smooth-running office.

Key responsibilities for this position include:

  • Acting as a resource by explaining the work of the Foundation to visitors making telephonic or in-person enquiries
  • Assisting Program staff and guests with setting up AV, video and teleconferencing support
  • Working closely with IT for video and teleconferencing as required
  • Providing administrative support to the three program officers in the Office for Southern Africa and back-up support to the Finance Manager
  • Supporting document production, including typing, editing and formatting for reports, memoranda, or other materials
  • Liaising with grantees, potential grantees and external stakeholders by explaining the nature of the Foundation’s work globally, its strategy and program focus within the Office for Southern Africa
  • Managing staff refreshment facilities including the maintaining of stocks and the availability of coffee/tea/biscuits/sugar/milk etc. within assigned budget
  • Maintaining stationary stock for the office and ensure that supplies are ordered timeously and within the assigned budget
  • Developing travel itineraries for all travelling staff in respect of local, regional and international travel in accordance with the Office Travel Policy and after the requisite approval has been obtained
  • Booking flights, accommodation and car hire/taxi service as required by travelling staff

The Administrative Assistant must meet the following criteria:

  • University level education OR extensive program administration experience
  • 3-4 years’ experience in a similar function
  • Ability to communicate effectively, orally and in written formats
  • Excellent public and human relations skills and high level of diplomacy
  • Effective use of Microsoft Office programs
  • Strong interpersonal skills
  • Understanding of and sensitivity to diverse cultural norms and practices
  • Must have organizational and problem-solving skills, independent judgment, adherence to close deadlines, ability to work well under

The incumbent must be available to start on the 2ndJanuary 2019; this is a 1 year fixed term contract.

View the full job description and application instructions on the Vacancies page at and email your application by Friday 23rd November 2018 to