Reporting To: Associate Director, Process Optimization

Department: Process Optimization, Office of the COO

Location: Mexico City, Bogota, Rio, Dakar, Johannesburg Team Name: Process Optimization

The Project Officer, Process Optimization provides operational, analytical, and documentation support to the Process Optimization team. The role supports project execution through Structured documentation, coordination across functional teams, tracking of actions, risks, timelines, basic data analysis, reporting and support for change adoption and workflow improvements

This role is critical in ensuring that process improvement efforts run smoothly, communications remain clear, and documentation stays accurate and accessible during organizational change and optimization initiatives

Project Coordination

Support the planning and coordination of process improvement and change projects.

Maintain project documentation, timelines, and action trackers.

Assist in scheduling meetings, preparing agendas, and capturing minutes for project working groups.

Data & Analysis

Collect, compile, and analyze data relevant to process improvement efforts.

Support root cause analysis activities through data gathering and documentation.

Prepare basic reports, charts, and summaries for the Associate Director and Director.

Documentation & Standardization

Maintain process maps, SOPs, templates, and workflow documents.

Document asis and tobe workflows to support change and adoption.

Ensure documentation is structured, version-controlled, and accessible.

Manage SharePoint structure, file hygiene, and documentation versions

Communications Support

Support in drafting internal communications, slide decks, briefs, and changesupport materials.

Coordinate communication efforts for process improvement updates.

Training and Engagement Support

Assist with logistics for workshops, training sessions, and capability-building initiatives.

Support creation of training documents, guides, and reference packs.

General Operational Support

Track risks, issues, dependencies, and cross-team actions.

Coordinate activities and ensure alignment between teams and consistent updates to project leadership.

Key Internal Relationships

Associate Director and Director, Process Optimization; functional teams across the Organization; project teams; administrative support teams

Travel is required. Travel frequency depends on the role requirements .

The ideal candidate (essential criteria)

24 years in project coordination, operations, PMO support, or process coordination.

Demonstrated documentation discipline: trackers, logs, SOPs, workflow docs

Data proficiency in (tables, charts, simple dashboards). PowerPoint, Excel, SharePoint

Experience coordinating multi-stakeholder workflows with followthrough.

What we offer

Exceptional opportunities to learn, grow, and make an impact; from a generous annual professional development allowance for every employee to onsite training and learning conversations with visiting experts.

Excellent benefits and perks to promote well-being and a healthy work-life balance, including:

Generous time off and flexible work arrangements.

Employer-paid health insurance *and dental plans for individuals and families (no employee contribution required).

Exceptional retirement savings plan (non-contributory for employees) and life insurance.

Progressive paid parental leave, reproductive and family planning support, and much more.

A commitment to nurturing a diverse and inclusive workplace, so you can bring your whole self to work and make a positive impact.

Description of the organization

Open Society Foundations aim to establish vibrant and inclusive democracies where governments are accountable to their citizens. Our operating model organizes grantmaking around specific, time-limited projects, developed alongside support for established partners, enabling us to respond swiftly to emerging needs. We are committed to promoting human dignity, equality, and rights; reimagining democratic ideals and practice; and advancing equity in governance systems.

Guided by our founders values and the belief in the art of the possible, we engage directly with global entities, individuals, and policymakers through grants, advocacy, impact investing, and strategic human rights litigation to drive positive change. At the heart of our mission is a deep commitment to rights, equity, and justice, inspiring every action we take.

Additional information

Open Society Foundations is committed to building an inclusive workforce that reflects the communities we serve. We actively seek applications from talented individuals across all backgrounds, identities, and life experiences. Each candidate is evaluated solely on their unique qualifications without regard to race, age, sex, religion, ethnic origin, nationality, gender, sexual orientation, disability, pregnancy, or any other legally protected characteristics.

We are committed to providing reasonable accommodations for candidates with disabilities.

Competitive rates of pay apply.

Open Society Foundations is committed to advancing diversity, equity and inclusion, and to building a diverse staff that reflects the movements, issues and communities that our mission serves. Candidates from all underrepresented backgrounds, identities and communities are encouraged to apply.

We are committed to providing reasonable accommodations to applicants and colleagues with disabilities.