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 pay, 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 Program Administration Officer is an intermediate professional position at IFES providing administrative and operational 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.

• Serve as primary administration and logistics point of contact for MENA program staff.
• Support the administration and processing of outgoing contracts, subawards, lease and consulting agreements and modifications.
• Support program staff in ensuring that procurement processes are in compliance with IFES Procurement policy, US Government, and applicable donor regulations.
• Review procurement packages within regional purview for division leadership approval.
• Assign contract numbers and route outgoing contracts for signature.
• Meet monthly with program teams to identify upcoming activities and required procurements; create and maintain pipeline of expected procurements for the division.
• In coordination with program teams, maintain contract trackers for vendors, consultants, and subawards.
• In coordination with program teams, facilitate local registrations, powers of attorney, signing authority documents, vetting, etc.
• Process administrative requests for international staff, such as shipping to/from post, payroll advances, and housing allowance requests.
• Support division in drafting and tracking of G&A budget in collaboration with the Regional Director .
• In coordination with program teams, review, prepare, and submit division and program-related payments, including vendor and consultant payments and credit card reconciliations, and monitor to ensure completion.
• In coordination with program teams, process end of year accruals and track reconciliations
• Support program teams in the preparation of budget narratives.
• Prepare traveler itineraries and arrange trip logistics for MENA division travel, including travel approvals, flights and hotels, travel advances, and reimbursements for international staff, HQ staff, and consultants.
• Schedule external meetings and coordinate division event logistics, as requested.
• Support program teams and the Regional Director with hire of new team members, liaising with HR to post positions, and review candidate resumes.
• Establish, maintain, and develop productive working relationships with MENA HQ, field staff, consultants, and other departments within IFES HQ.
• Create standard operating procedures for the division for procurement processes and contractual management.
• Understand and stay up to date on IFES policies, procedures, and systems and serve as a resource for the rest of the MENA team.
• Troubleshoot project problems, identify and implement creative solutions.
• Other duties as required.

POSITION SCOPE: Provide varied support functions to the procurement, financial, 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: 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.

POSITION REQUIREMENTS:

Education: Bachelor's degree required.

Experience:

• 4 years of experience providing administrative and operational support.
• Experience with program management and project accounting, preferably in the international development field.
• Experience with managing procurement processes.
• Familiarity with USAID policies and procedures strongly preferred.
• Ability to prioritize tasks in a high-paced environment.
• Ability to work collaboratively with others at varying levels of seniority and across departments.
• High level of attention to detail and proven communication skills.

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

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

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