Job Announcement

The Ford Foundation is an independent, non-profit grant-making organization working to address inequality. It has supported visionaries on the frontlines of social change worldwide, guided by its mission - reduce poverty and injustice, promote international cooperation, and advance human achievement. With headquarters in New York, the foundation has 10 regional offices across Africa, Asia, Latin America, and the Middle East, including China. (https://www.fordfoundation.org/our-work-around-the-world/china/)

SUMMARY DESCRIPTION

The Ford Foundation China Office is seeking a Program Assistant (PA) to provide key support to three Program Officers (POs) in the office and coordinate various activities and workflows of the entire program team. The PA is an excellent team player as well as an independent contributor with ability to work well under pressure. This role involves a range of administrative responsibilities, including, but not limited to administrative support, travel arrangements, expense reconciliation, grantee records and file archiving and event coordination.      

This position reports to the Program Officers.

The ideal candidate is someone with proven experience in managing multiple projects simultaneously and demonstrated capacity to manage complex tasks with deadlines. The candidate needs to be self-motivated, flexible, attentive to details and be able to prioritize work independently. Strong communication skills, in both English and Chinese, are a must. Work experience in a multi-cultural background is strongly desired.  

The Foundation offers a hybrid work model, flexible work arrangements, a dedicated budget for professional development for staff, generous time-off, as well as affordable and comprehensive benefits including additional health insurances.  

RESPONSIBILITIES

Operation Administration:

●Manage Program Officers’ calendars, schedule and coordinate meetings or check-ins

●Coordinate POs’ travel logistics and manage expense reimbursements ensuring all are complete and compliant

●Assist in logistics arrangements for meetings, visits, events and other activities related to program activities

●Supports document management and storage in virtual institutional document repositories

●Translation and interpretation as requested

●Prepares presentations and other materials for program staff

●Other tasks assigned by the Program Officers or the program team.

Grant-Related Administration:

●Acts as local liaison with grantees providing information on procedures, guidelines, formats to process grants and reports

●Assists the Program Officers on annual work plans and work reports

●Establishes and maintains files, contacts and organization information in the Fluxx system

●Processes and coordinates grant-related inquiries, responses, and maintains correspondence control records

●Supports Program Officers in planning and developing quarterly grant plans

●Supports work focused on tracking, monitoring, and reporting on office grants making progress and quarterly targets

●Works alongside the program team as a thought partner and administrative support, backing each other up and collaborating as needed on workflows

●Requests administrative and support information relative to grantee proposals and grant actions

●Supports the development of grant recommendations through editing and information compilation    

QUALIFICATIONS:

●Education: Baccalaureate degree in related field or relevant and equivalent experience

●5+ years of experience working in administrative-related support roles

●Ability to prioritize work assignments, handle multiple tasks and function independently

●Strong client-service orientation and the ability to maintain accuracy in a high-volume work environment

●Excellent written and oral communication skills in Chinese and English.

●Proficiency in multiple technology applications, including Google suite, Word, Excel, Concur and CRM

●Understanding of and sensitivity to diverse cultural norms and practices

●Demonstrated ability to be a productive member of a community of people at work, respecting differences while working toward shared goals, comfort with periods of ambiguity, constructive participation in on-going organizational development

Alignment To the Mission and Culture of the Ford Foundation:

●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

Salary: Salary is based on experience and on the Foundation's commitment to internal equity. A generous local benefits package is provided.

^{The appointment is to commence before or on June 1st, 2026. The closing date for applications is March 31st, 2026. Suitable candidates will be contacted in April. Please do not call us. Applicants who haven't received a response by April 30th, 2026, should regard their application as unsuccessful.}

To Apply: Please send a cover letter and resume to ford-beijing@fordfoundation.org.

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.