Associate, and Information Management at Ford Foundation

Associate, Knowledge and Information Management

To be considered for this position, please submit your CV/resume and a cover letter by September 19, 2025.

The Ford Foundation’s Knowledge and Information Management (KIM) Department seeks an Associate to provide functional and administrative support. The KIM team oversees the foundation’s historical and business records and information assets so they can be leveraged to enhance operational efficiency, mitigate risk, and support decision-making today and in the future. The Associate will provide support to departmental efforts that facilitate access to information across foundation repositories and work environments;

ensure that records and information are treated as foundation-wide assets; and promote and support best practices in managing information, knowledge, records, and archives.

Reporting to the Associate Director of Global Knowledge and Information Services, the Associate will collaborate with teams across the foundation to understand information flow, identify key information assets, develop workflows, policies, and procedures for managing these assets throughout their life cycles, and define system requirements for storing and referencing foundation information assets.

• Design and coordinate departmental outreach, training, and communications to promote best practices in knowledge, records, and information management.
• Support staff research and reference requests using internal and archival resources, and identify, evaluate, and implement new information resources.
• Develop and facilitate the sharing of institutional information through internal communications and learning events, highlighting the foundation’s historical work.
• Develop tools and processes for capturing and organizing learning artifacts and historical documentation.
• Implement procedures for evaluating, categorizing, tagging, processing, and storing electronic documents and data in compliance with foundation records management policies.
• Assist with ongoing and special processing and quality control projects for print and digital collections.
• Stay current on new technologies, standards, and practices in records, information, and knowledge management.
• Monitor, analyze, and report on resource usage to ensure relevance and identify redundancies or gaps. Integrate information resources into an intranet environment for greater accessibility and utilization.
• Provide logistical and administrative support for team events, meetings, and information management-related staff training and demos.
• Assist with presentation and communications activities, including the preparation of materials like spreadsheets and presentations.
• Input contracts and invoices into the electronic payment system and assist with tracking and maintaining vendor contacts.

• Minimum of 2+ years of experience supporting specialists in a fast-paced environment (additional relevant work experience may be used to meet the education requirement)
• High degree of skill in using productivity tools, including Google/Microsoft Office Suites, presentation slides, project management, and calendaring
• Demonstrated proficiency in using database applications, online resources, and tools for information retrieval and data entry
• Excellent oral and written communication skills; ability to manage communications tactfully and professionally with a high attention to detail and accuracy
• Ability to self-manage, prioritize work assignments across departments, manage multiple deadlines, and represent the unit and the foundation in any given environment
• Excellent, flexible, and proactive planning skills, organizational skills, and attention to detail
• Proven ability to problem-solve and follow up appropriately on process and procedural issues
• Demonstrated ability to work successfully in a multi-faceted, team-oriented environment with shared responsibility and accountability
• Ability to contribute to a positive, productive, open, and supportive environment that motivates everyone to perform at their best
• Ways of working and engaging that aligns with the foundation’s mission, core values, and commitment to creating a culture of excellence
• Baccalaureate degree in a related field or relevant and equivalent experience

This position is primarily a sedentary role. However, the person in this position may need to occasionally move about inside the office to liaise with internal staff, access files, office machinery, and a copy machine/printer.

The Ford Foundation is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its programs, and operations. As part of this commitment, the foundation will ensure that persons with disabilities are provided reasonable accommodations. If a reasonable accommodation is needed to participate in the job application process, please contact talentacquisitionhr.

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