Senior Program Administration Manager

3 weeks ago

Arlington, United States IFES USA Full time

About the International Foundation for Electoral Systems (IFES): Together we build resilient democracies that deliver for all. As the global leader in the promotion and protection of democracy, our technical assistance and applied research develops 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.

The Center for Applied Research and Learning is an engine for technical leadership and learning at IFES. Our team is comprised of dedicated professionals focused on cutting-edge democracy and governance issues; monitoring, evaluation and learning; and research and innovation. We work with colleagues across the organization to identify and conduct innovative research and assessments, provide effective technical assistance to partners around the globe, develop new programming tools, foster learning opportunities for IFES' emerging leaders, and collaborate effectively with multi-lateral organizations, the private sector, policymakers, CSOs and international NGOs, foundations, and the legal and scholarly communities. We are committed to effectively measuring the impact of our work through program evaluation, organizational learning, and adaptive management techniques.

Summary:TheSenior Program Administration Manager is a leadership role in the Center for Applied Research and Learning that helps ensure effective management of departmental resources. The Senior Program Administration Manager will guide Center project leads to ensure projects are completed within budget, on time, and in compliance with IFES institutional policies and donor requirements. The Senior Program Administration Manager will serve as the primary liaison between technical teams implementing projects, financial and contractual support teams (e.g., Finance, Contracts & Grants), and Center leadership. They will report to the Managing Director and work closely with the Deputy Director and the Vice-President, Global Strategy and Technical Leadership.

MAJOR DUTIES AND RESPONSIBILITIES:

  • Working closely with the Managing Director, provide overall financial oversight of the Center project portfolio, including training and mentoring project managers, ensuring teams are appropriately developing budgets, forecasts and pipelines to track and analyze commitments and expenditures, and ensuring projects are completed on time and within budget.
  • Support the Managing Director and Deputy Director to develop and manage Center budgets and forecasts and track expenditures and labor billing against targets throughout the fiscal year. Provide periodic updates to Center leadership regarding pace of expenditures and compliance with project deliverables timelines. Quickly identify challenges and work with project leads to prevent or solve them.
  • Contribute to or lead annual budgeting and periodic re-forecasting efforts.
  • Ensure timely contractual compliance for department-managed projects (e.g., tracking and submission of reports and audits). Review and approve project-related procurement actions as needed.
  • Serve as the primary liaison between the Center team and other IFES operational teams, particularly Finance and Contracts & Grants.
  • Devise and maintain standard operating procedures (SOPs), financial tracking templates, and training materials for the Center's core business processes.
  • Support onboarding/training of new Center staff on topics within the position's remit.
  • Serve as Center lead when needed to provide input to relevant organization-wide policies, processes, and new systems.
  • Where appropriate, liaise with C&G to advise on donor compliance matters and provide interpretation of donor regulations and award terms.
  • As needed, create or review procurement and consultant contractual documents.
  • Other duties as assigned.

EDUCATION:

  • Bachelor's degree in accounting, business, public administration, or equivalent experience.

EXPERIENCE:

  • At least 9 years of experience in project implementation, financial management and administration of cooperative agreements, contracts, and grants.
  • Demonstrated experience with USG and/or other donor grants, cooperative agreements, and contracts, strong knowledge of project budgeting strategies. Familiarity with other donors (e.g., foundations, private sector, philanthropists) desirable.
  • Experience developing financial reporting and tracking tools for complex, multi-year projects.
  • Extensive experience with program management. Knowledgeable and experienced with USAID grant and contract proposals, regulations, and procedures. Familiarity with other international donors and reporting requirements preferred.
  • Ability to work collaboratively with others at varying levels of seniority and across departmental boundaries and to hold others to account.
  • Integrity, judgment, and discretion along with a professional and interpersonal demeanor that elicits trust and respect from colleagues, donors, and strategic partners.

RELATED SKILLS AND KNOWLEDGE:

  • Significant understanding of USG Rules and Regulations including Uniform Guidance for Federal Awards and Federal Acquisition Regulations (FAR); experience with non-USG donor regulations and requirements is a plus.
  • Proven organizational skills and capacity to handle multiple tasks under tight deadlines. Creative problem-solving abilities.
  • Extremely strong analytical, written, and verbal communication skills.
  • Team player with excellent interpersonal skills.
  • Proficiency with Microsoft Office, Outlook, PowerPoint and Excel required.

LANGUAGE SKILLS:English is required.

TRAVEL:Not 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.

Equal Employment Opportunity:IFES provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, criminal history, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

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