Senior Program Administration Manager

4 weeks ago

Arlington, Virginia, United States International Foundation For Electoral Systems Full time
About the International Foundation for Electoral Systems (IFES)

IFES is a global leader in the promotion and protection of democracy. Our technical assistance and applied research develop trusted electoral bodies, effective governing institutions, and civic and political processes that ensure equal participation for all.

With over 30 years of experience, IFES has worked in more than 145 countries, from developing to mature democracies. Our Center for Applied Research and Learning is a hub for technical leadership and learning, driving innovation and excellence in democracy and governance.

Job Summary

The Senior Program Administration Manager is a key leadership role in the Center for Applied Research and Learning. This position ensures effective management of departmental resources, guiding project leads to deliver projects on time, within budget, and in compliance with IFES policies and donor requirements.

Key Responsibilities
  1. Provide financial oversight of the Center project portfolio, training project managers, and ensuring teams develop budgets, forecasts, and pipelines to track commitments and expenditures.
  2. Support the Managing Director and Deputy Director in developing and managing Center budgets and forecasts, tracking expenditures, and labor billing against targets.
  3. Provide periodic updates to Center leadership on project pace and compliance with deliverables timelines.
  4. Identify challenges and work with project leads to prevent or solve them.
  5. Contribute to or lead annual budgeting and periodic re-forecasting efforts.
  6. Ensure timely contractual compliance for department-managed projects, tracking and submitting reports and audits.
  7. Review and approve project-related procurement actions as needed.
  8. Serve as the primary liaison between the Center team and other IFES operational teams.
  9. Devise and maintain standard operating procedures, financial tracking templates, and training materials for the Center's core business processes.
  10. Support onboarding and training of new Center staff on topics within the position's remit.
  11. Serve as Center lead to provide input to relevant organization-wide policies, processes, and new systems.
  12. Liaise with Contracts and Grants to advise on donor compliance matters and provide interpretation of donor regulations and award terms.
Requirements

We are seeking a highly experienced professional with at least 9 years of experience in project implementation, financial management, and administration of cooperative agreements, contracts, and grants. The ideal candidate will have a strong understanding of USG and/or other donor grants, cooperative agreements, and contracts, as well as experience with program management and financial reporting and tracking tools for complex, multi-year projects.

The successful candidate will possess excellent analytical, written, and verbal communication skills, with the ability to work collaboratively with others at varying levels of seniority and across departmental boundaries. They will also have a strong understanding of USG Rules and Regulations, including Uniform Guidance for Federal Awards and Federal Acquisition Regulations (FAR).

Language Skills

English is required.

Work Environment

The Senior Program Administration Manager will work in a standard office environment, with reasonable accommodations made to enable individuals with disabilities to perform the essential functions of the job.

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