Operations Assistant - at Ford Foundation

Operations Assistant – China About The Opportunity

The 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, and receptionist duties.

The position reports to the Operations Director.

The ideal candidate is someone with a proven record of success in a multi‑faceted, multitasking environment, an understanding of and sensitivity to diverse cultural norms and practices, and is an excellent team player as well as an independent contributor with sharp attention to detail, discretion in confidential matters, and an 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, and affordable and comprehensive benefits.

• Compliance / Human Resources / Office support:
  Providing support for government and internal staff related reporting requirements; ensuring internal compliance with foundation policies and procedures; managing facility‑related compliance issues (fire, health and safety, etc.); assisting in compliance with regulations related to the office’s legal status in the country; maintaining immigration files for staff; assisting the Operations Director in staff recruitment procedures, onboarding and off‑boarding; maintaining employee files and contracts, ensuring accuracy and confidentiality;
  
  assisting in generating reports of time and attendance and maintaining attendance records if outside the employee information system; managing any other tasks or responsibilities may be assigned by the Operations Director.
• Finance management:
  Assisting day‑to‑day logistics expense reports and vendor payment support processes; filing accounting documentation, ensuring that all are complete and compliant; helping with inventory management.
• Technical Support:
  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 implement global IT practices and activities; troubleshooting technical support with the help desk when outsource support is not on‑site;
  
  resolving simple technical matters and how‑to matters for staff.
• Business Continuity:
  Back‑up coverage for the Operations Director, monitoring risk and responding to incidents.
• Operations Administration Support:
  Visitor management and reception/security services; providing logistic support for events; coordinating with the travel agency for bookings and reviewing travel reports; coordinating 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, purchasing of office supplies, printing, 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.

• Proven record of success in a multi‑faceted, multitasking environment.
• Excellent team player and independent contributor.
• Sharp attention to detail and discretion in confidential matters.
• Ability to work well under pressure.
• Understanding of and sensitivity to diverse cultural norms and practices.

Hybrid work model, flexible work arrangements, dedicated budget for professional development, family and caregiver support, generous time off, affordable and comprehensive benefits.