Job Description

About The OpportunityThe Ford Foundation China Office is seeking an Operations Assistant (OA) to support the day-to-day functions of the office. This role works closely with the Operations Director and involves a range of operational responsibilities, including, but not limited to general operations, accounting processes and documentation, logistics and vendor relations, office maintenance, event management, technical support, office records and files archiving, receptionist duties. This position reports to the Operations Director.The ideal candidate is someone with a proven record of success in a multi-faceted, multitasking environment, understanding of and sensitivity to diverse cultural norms and practices. They are excellent team players as well as independent contributors with sharp attention to details, discretion in confidential matters, and ability to work well under pressure.The foundation offers a hybrid work model, flexible work arrangements, a dedicated budget for professional development of staff, family, and caregiver support, generous time off, as well as affordable and comprehensive benefits.How You Will ContributeCompliance/Human Resources/Office support as needed) Providing support for government and internal staff related reporting requirements Ensuring internal compliance with the foundation policies and procedures Facility-related compliance issues (fire, health and safety, etc.) Assisting in compliance with regulations related to office’s legal status in country Maintaining immigration files for staff Assisting the Operations Director in staff recruitment procedures and staff onboarding and offboarding Maintaining employee files and contracts, ensuring accuracy and confidentiality Assisting in generating reports of time and attendance for staff and maintaining attendance records if outside of employee information system Managing any other tasks or responsibilities may be assigned by the Operations DirectorFinance management Assistance Managing day-to-day logistics expense reports and vendor payment support processes Filing accounting documentation, ensuring that all are complete and compliant Helping with inventory managementTechnical Support Assistance (IT & Information Management/IM) Preparing and reviewing the annual IT inventory and updating assets in the asset system Coordinating with headquarters IM staff to ensure compliance with foundation record retention policies and best practices Acting as a liaison between staff, and IT outsource support to make sure global IT practices and activities are implemented in our office Troubleshooting technical support with assistance of help desk when IT outsource support is not on-site. Resolving simple technical matters and how-to matters for staffBusiness Continuity Assistance Back-up coverage for Operations Director: monitors risk and responds to incidentsOperations Administration Support Visitor Management and Reception / Security services Providing logistic support for events Coordinating with the travel agency for bookings and reviewing travel reports Coordinates with office services vendors on contracts, service interruptions, and maintenance Preparing and processing contracts for system approval Assisting in office record management and document filing Helping with subscriptions, the purchasing of office supplies, printings, furniture, furnishings and equipment Facilities Management Assistance Day-to-day point of contact for on-site vendor/contractor staff Managing the front office staff and ensuring the office, including all common areas and meeting rooms, are tidy and operational on a regular basis Managing and providing regular upkeep of meeting rooms and shared spaces

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