JOB DESCRIPTION

To Apply: Please send a cover letter and resume to [email protected] before the closing date of September 12th, 2025

ABOUT THE OPPORTUNITY

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/)

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, 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 CONTRIBUTE 

Compliance/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 Director

Finance 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 management

Technical 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 staff

Business Continuity Assistance

• Back-up coverage for Operations Director: monitors risk and responds 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
• 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

WHAT YOU WILL NEED

• Education: Baccalaureate degree in related field or relevant and equivalent experience
• 4+ years of experience working in operation-related support roles
• Excellent written and oral communication skills in Chinese and English. Exceptional organizational, communications and problem-solving skills
• Proficiency in Microsoft office programs (Google docs, word, Excel, PowerPoint) and multimedia presentations
• Strong client-service orientation and the ability to maintain accuracy in a high-volume work environment
• Demonstrated ability to work successfully in multi-faceted, multitasking environment
• 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 November 1st, 2025. The closing date for applications is September 12th, 2025. Suitable candidates will be contacted in September. Please do not call us. Applicants who haven’t received a response by September 30th, 2025 should regard their application as unsuccessful.

To Apply: Please send a cover letter and resume to [email protected].

 

WORKING AT FORD

• Commitment to creating a culture where everyone feels respected
• A hybrid working model and flexible work arrangement policies offer colleagues the opportunity to engage in meaningful ways and the space to maintain a healthy work-life balance
• Professional development and ample opportunities to build your expertise and expand your network

Learn more about what it’s like to work at the Ford Foundation.  

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. The Ford Foundation does not discriminate against formerly incarcerated individuals.