To Apply: Please send a cover letter and resume to ford-beijing@fordfoundation.org 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 officeโs 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 ford-beijing@fordfoundation.org.
#Li-Hybrid
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 itโs 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.