Program Administration Officer- MENA

  • Entry-level, Full-time staff position
  • Posted on 8 June 2020

Job Description

PRIMARY FUNCTION/PURPOSE:

The Administration Officer is an intermediate professional position at IFES providing tactical support to the Middle East & North Africa program division. Specific duties will include project administration and logistics as well as division administration, finances and support.

About International Foundation for Electoral Systems (IFES): Together we build democracies that deliver for all. Our independent expertise strengthens electoral institutions/systems and builds local capacity to deliver sustainable solutions. As the global leader in democracy promotion, we advance good governance and democratic rights by providing technical assistance; empowering the underrepresented to participate in the political process; and applying field-based research to improve the electoral cycle. We believe that trusted electoral institutions deliver credible elections, effective governing institutions are accountable to the people they serve, all people safely participate in civic and political life on an equal basis and technology, information and data positively serve elections and democracy. Since 1987, IFES has worked in over 145 countries – from developing to mature democracies.

Job Responsibilities:

MAJOR DUTIES AND RESPONSIBILITIES:

  • Serve as primary administration and logistics point of contact for MENA program staff;

  • Prepare traveler itineraries and arrange trip logistics for MENA division travel, including flights and hotels, with travelers, field offices and other relevant parties;

  • Liaise for program teams with external vendors necessary to make travel, event and other arrangements, to include IFES’ travel agent and coordination of visa applications;

  • Assist HQ and consultant staff with travel advances and reimbursements;

  • Assist with setting up/scheduling external meetings;

  • Coordinate division event logistics, including international travel when relevant;

  • Manage division-wide trackers, libraries and internal website;

  • Maintain key documents for, and assist in facilitating, local registrations, powers of attorney, signing authority documents, vetting, etc;

  • Manage preparation and submission of division expenses and program-related payments that come through HQ, including preparing payment request and monitoring to ensure completion.

  • Support division in drafting and tracking of G&A budget in collaboration with the Regional Director and Deputy Regional Director;

  • Assist with regional response to budgeting requests;

  • Administer timely procurements for the division and for select program needs, in coordination with relevant team members and Contracts and Grants;

  • Support program teams, the Regional Director and Deputy Regional Director with hire of new team member, liaising with HR;

  • Establish, maintain, and develop productive working relationship with field staff, subordinates, consultants at large, and other departments within IFES HQ;

  • Troubleshoot project 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: Support MENA budget planning and perform processing, recording and reporting of program and division financial transactions, in compliance with IFES policies and procedures.


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.


TRAVEL: No travel required. But if mutually agreed to may travel to field if 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.

POSITION REQUIREMENTS:

Education:Bachelor’s degree required.

Experience: Minimum of 4 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

“All qualified applicants/employees will receive consideration for employment/promotions and will not be discriminated against on the basis of disability, sex, sexual orientation, gender identity, age, race, color, religion, national origin, veteran status, or any other legally protected characteristic.

IFES takes affirmative action with respect to the employment and promotion of women, minorities, individuals with disabilities, and covered veterans. IFES will also take affirmative action on the basis of sexual orientation and gender identity.

IFES is a VEVRAA Federal Contractor”

About the Organization

Vision: Our vision is a world in which strong democratic institutions empower citizens to have a voice in the way they are governed.

Mission: The International Foundation for Electoral Systems (IFES) supports citizens’ rights to participate in free and fair elections. Our independent expertise strengthens electoral systems and builds local capacity to deliver sustainable solutions.

As the global leader in democracy promotion, we advance good governance and democratic rights by:

  • Providing technical assistance to election officials
  • Empowering the underrepresented to participate in the political process
  • Applying field-based research to improve the electoral cycle

Since 1987, IFES has worked in over 145 countries – from developing democracies, to mature democracies.

“All qualified applicants/employees will receive consideration for employment/promotions and will not be discriminated against on the basis of disability, sex, sexual orientation, gender identity, age, race, color, religion, national origin, veteran status, or any other legally protected characteristic.

IFES takes affirmative action with respect to the employment and promotion of women, minorities, individuals with disabilities, and covered veterans. IFES will also take affirmative action on the basis of sexual orientation and gender identity.

IFES is a VEVRAA Federal Contractor”

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