Sr Manager, Program Administration

Arlington County, Virginia
Sep 20, 2017
Oct 25, 2017
Full Time

The position description is a guide to the critical duties and essential functions of the job, not an all-inclusive list of responsibilities, qualifications, physical demands and work environment conditions.  Position descriptions are reviewed and revised to meet IFES’ changing needs, at the sole discretion of management.


PRIMARY FUNCTION/PURPOSE:  Reporting to the Director, PACT (Program Administration & Contracts Team), the Sr. Manager, Program Administration s/he will provide financial and administrative assistance to, and oversight of, program staff and grantees to ensure that budgets and agreements are handled in accordance with IFES policies, procedures, systems, and donor requirements. S/he is responsible for all areas relating to project financial management and ensuring that project spend within their obligation ceilings. S/he must be self-motivated and is responsible for ensuring that work is completed in a timely and accurate manner. Most importantly, s/he is responsible for a team of Program Administrators and should be able to motivate, coach and drive excellence in service delivery to internal and external clients.

Job Responsibilities:


Prepare, administer, and maintain budgets, ensuring that data is accurate and current, and assists with the consolidation of program-wide annual budgets.

Review and monitor status of budgets and communicates to appropriate program staff.

Ensure spending levels are appropriate and coding is correct. Identifies problems and recommends corrective action, and assists in the revision of budgets as necessary.

Ensure organizational standards and guidelines are met.

Review funding proposals and assists program staff with development of proposal budgets.

Take the lead in coordinating proposals with Development, Contracts & Grants, and other departments as appropriate.

Maintain data in tracking database. Works with program staff to draft agreement budgets and develop spending plans.

Coordinate and prepare financial reports to restricted donors, ensuring donor requirements are met.

Examine government financial reports prepared by the GL Accountants to ensure accuracy.

Review and analyze all project financial reports to ensure compliance, and notifies program staff of any problems or discrepancies and provide technical assistance to grantees in resolving problems.

Conduct organizational assessments of grantees, performs site visits, to ensure appropriate financial and administrative management systems are implemented to meet the level and complexity of funding.

Ensure all IFES-issued agreements and payments are processed timely and in accordance with policies and procedures.

Monitor agreement-related accounts to ensure payments are adequate and correct.

Identify, coordinate, and expedite information-sharing both intra-departmentally and inter-departmentally, as well as externally with NGOs.

Recommend and implement departmental procedures and provide feedback on policies and operating procedures.

Maintain good working relationships and stays abreast of program issues to provide overall support to program initiatives.

Perform other duties as assigned.


POSITION SCOPE:Manages and/or performs highly technical or complex work, requiring ingenuity and capacity to evaluate and respond to new and changing issues. Demonstrates insight, judgment and initiative to resolve unusual challenges. Manages activities with internal and/or external partners to integrate efforts toward departmental objectives.



DECISION MAKING/PROBLEM SOLVING:   Identifies risk factors with potential to disrupt achievement of program or operational goals. Analyzes and proposes solutions based on knowledge of professional principles and best practices. Consults with stakeholders within and outside the organization; identifies, proposes and builds consensus around best solutions. Complex decision-making requiring in-depth analysis and consensus-building, subject to management review.


FISCAL RESPONSIBILITY:   Develops budget projections and independently manages allocated resources.  Compiles data and prepares reports on activities and results to guide budget or set revenue targets.  Coordinates activities that contribute to the achievement of income and expense targets.  Authority to regularly make purchases and incur expenses, subject to established controls and procedures.



Maintains collaborative working relationship with team members and other staff, both within the headquarters and field offices. Builds and maintains relationships with internal and external partners, auditors etc.

These require highly-developed interpersonal skills, active listening, creativity and problem solving to assure desired outcome

SUPERVISION EXERCISED:   May have oversight of the Program Administration team.



Education:  Bachelor’s degree in accounting, business or public administration or related field or equivalent experience

Experience:  Minimum of 10 years of experience of project management experience and experience overseeing financial and administrative activities and functions.

Related Skills or Knowledge:  Significant experience with automated business & financial systems, spreadsheets, word processing, and database software.  Proficiency with Microsoft Office and Excel required.  Experience with Costpoint and/or Deltek GCS Premiere and QuickBooks preferred.  Comprehensive financial process knowledge and analytical experience.  Proven track record of managing multiple priorities across multiple platforms with tight deadlines, with strong problem solving skills.  Strong team building and management skills.  Good written and verbal communication skills are required.Supervisory experience a desired.  Experience with US Government (USG) funded projects highly desired.  Experience leading teams and leading teams as a change agent.  Work independently and with discretion.


LANGUAGE SKILLS:  Fluency in English required.  Fluency in other languages highly preferred such as Spanish, French, Arabic, or sign language highly desired.





Please evaluate and describe any physical skills, abilities or working conditions that are required to perform the essential duties of this position, as required by the Americans with Disabilities Act.

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

To Apply:

You must go to to the Careers section and apply online. Applications are only accepted in this way. Make sure you upload all papers together (ie. cover letter and application, etc.).  Resumes are only reviewed and accepted if submitted through our careers page.

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