About the Organisation
The Ford Foundation is a private global philanthropic foundation with headquarters in New York. 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.
About the Job
The Program Assistant will work within a programmatic team that is headed up by a Regional Director and includes Program Officers, a Program Associate and a Grants Manager. The Program Assistant will provide key support to three Program Officers who serve as grant-makers for the Office for Southern Africa. They manage various activities for the Program Officer(s) including meetings and grants administration. The incumbent will also help to manage the various workflows of program staff and of the program team more generally.
Key Responsibilities
Workflow and Administration
● Assists with Program Officers’ calendars of appointments including scheduling team and group meetings and follow up.
● Assists with Program Officers’ work-related travel including developing travel plans and logistical arrangements and processing expense reports via Concur.
● Assists Program Officers in responding to both internal and external requests for information or other documentation
● May monitor and coordinate tasks related to contracts as follows:
o Works with Program Officer (PO) to determine whether the activity is classified to be funded from Direct Charitable Activity (DCA) or an operating budget and confirms budget source availability.
o Coordinates with Legal and Operations Departments for contract preparation/review.
o Monitors contracts, including reviewing invoices and confirming that deliverables have been met before submitting for payment, tracking payments to ensure compliance with contract terms, and keeping the POs updated as necessary.
o Assists in the onboarding process for new hires/consultants/scheduling/handover meetings.
o Supports document production, including preparing and editing reports, memoranda, or other materials.
● Supports document management and storage in virtual institutional document repositories.
● Provides general administrative support, such as managing mail, scanning, faxing and copying materials, answering phones, as needed.
● Provides general financial support, including managing expense reports for all Program Officers and the Regional Director in Concur and drafting and tracking budgets for program events such as convenings.
Grant-Related Administration
● Supports Program Officers in planning and developing quarterly grant plans.
● Supports the Grants Manager in tracking, monitoring, and reporting on office grants making progress and quarterly targets.
● Works alongside the OSA program team as a thought partner and administrative support, backing each other up and collaborating as needed on workflows including grant making and contract management.
● Requests administrative and support information relative to grantee proposals and grant actions.
● Establishes and maintains appropriate files, including virtual grant file records in Fluxx.
● Supports the development of grant recommendations through editing and information compilation.
● Plans and coordinates logistics for site visits and major grantee meetings in collaboration with Operations.
● Submits and tracks Regional/Global Travel and Learning Fund requests.
● Assists with grant-related inquiries, coordinating responses, and maintain correspondence control records.
Communications and Research
● Prepares presentations and other materials for program staff.
● Undertakes light research and works with Information Management staff on research tasks.
● Compiles information into analytical tools and prepares charts or other presentations from this information.
Requirements
● Baccalaureate degree in related field or relevant and equivalent experience.
● Relevant experience in a similar role
● Strong commitment to promoting social justice.
● 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.
● Demonstrated proficiency in utilizing on-line information resources and data tools for information retrieval and data entry.
● Capacity to undertake Internet-based research.
● Effective oral and written communications skills and the ability to handle communications tactfully and professionally with a high 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.
To apply
In order to apply, email your application by Friday 18th July 2025 to melissa@actionappointments.co.za - send your completed AA bio form, letter of motivation and updated CV (all in MS Word format).
