Senior Program Administrative Officer

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About International Foundation for Electoral Systems (IFES) : IFES advances democracy for a better future. We collaborate with civil society, public institutions, and the private sector to build resilient democracies that deliver for all. Our technical assistance and applied research develop trusted electoral bodies capable of conducting credible elections; effective and accountable governing institutions; civic and political processes in which all people can safely and equally participate; and innovative ways in which technology and data can positively serve elections and democracy. Since 1987, IFES has worked in more than 145 countries, from developing to mature democracies. In accordance with IFES' approach: A society is able to reach its full potential in a world in which people of all genders are fully engaged as equal partners in their families, workplaces, and communities. Based on international human rights standards and best practices, IFES promotes political participation, justice, and equal rights around the world. IFES reflects these values in its programming and workplace culture.

The greatest assets of IFES are our team members. IFES offers competitive benefits and pays, as well as the opportunity to work in a dynamic and collaborative environment. Every member of the IFES team is responsible for carrying out the mission of IFES and integrating IFES values into their work every day: Commitment to Excellence, Effective Communication, High-Quality Decision-Making, Accountability, Teamwork, and Collaboration.

PRIMARY FUNCTION/PURPOSE:

The Senior Program Administration Officer is an intermediate professional position at IFES providing program and administration support to the Africa program division. Specific duties will include project administration, advanced procurements and logistics as well as division administration, finances and support.

MAJOR DUTIES AND RESPONSIBILITIES:

• Serve as primary administration and logistics point of contact for Africa program staff.
• Establish, maintain, and develop productive working relationship with field staff, subordinates, consultants at large, and other departments within IFES HQ.
• Lead division procurements and support timely approval, in coordination with relevant team members and Contracts and Grants.
• Manage the division G&A budget in collaboration with the Regional Director and Deputy Regional Director.
• Submit and follow-up on payments for division-wide expenses and recurring program expenses.
• Organize and deliver onboarding orientation/training and ongoing support to new team members on administrative processes.
• Secure traveler itineraries and facilitate trip logistics for Africa division travel, including flights, visas and hotels, with travelers, field offices and other relevant parties; Finalize TERs for HQ staff and consultant travel.
• Lead regular update of regional communication material, including internal newsletters, social media, project one pagers and region-wide material.
• Manage division-wide trackers, libraries and internal website, including maintenance of division calendar, knowledge management and regional list of experts.
• Coordinate the Africa team's schedule for review and submission of monthly/quarterly reports and support the copyediting of those documents, as necessary.
• Coordinate regional response to organization-wide data requests, including requests related to budgeting, inventory, staffing, etc.
• Coordinate division event logistics, including international travel when relevant.
• Assist program teams with drafting consultant scopes of work, selection memos and any other relevant requirements.
• Provide backup administrative support to programs when primary program personnel are on leave or travel.
• Troubleshoot administrative problems, identify and implement creative solutions.
• Other duties as required.

POSITION SCOPE: Provide varied support functions to the travel, logistical and administrative aspects of program implementation. Manages own workload, time and priorities, with guidance from supervisor.

DECISION MAKING/PROBLEM SOLVING: Multi-factor decision-making requiring research and analysis, subject to supervisory guidance. Verify and analyze facts, consult with other departments as needed, then implement solutions based on knowledge of procedures, logic, and sound judgement. Initiate contact with staff in other departments to exchange detailed, substantive information and coordinate activities necessary to achieve work goals.

FISCAL RESPONSIBILITY : Participate in Africa budget planning and perform processing, recording and reporting of division financial transactions, in compliance with IFES policies and procedures. Critical review and reporting of division financials in partnership with Finance. Lead procurement processes ensuring compliance.

RELATIONSHIPS: Develop and maintain collaborative relationships, which require highly developed interpersonal skills, involving active listening, creativity and problem solving, to assure desired outcomes.Develop opportunities to improve working relationships and work outcomes with internal and external partners.

POSITION REQUIREMENTS:

Education: Bachelor's degree required.

Experience: Minimum of 6 years of overall work experience with NGO experience a plus. Experience with cross team coordination is a plus.

Related Skills or Knowledge: Proficiency with Microsoft Office and Excel required. Strong written and verbal communication skills are required. Familiarity with USAID and non-US structure and personnel as well as other international donors is a plus.

LANGUAGE SKILLS: English required. French considered a plus.

TRAVEL: No travel required. But if mutually agreed to, travel to country offices is required.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:

Standard office work environment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.