Administration Officer - Asia Pacific
Project Description: 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.
Job Responsibilities: PRIMARY FUNCTION/PURPOSE:
The Administration Officer is an intermediate professional position at IFES providing tactical support to the Asia-Pacific program division. Specific duties will include project administration and logistics as well as division administration, finances and support.
MAJOR DUTIES AND RESPONSIBILITIES: · Serve as primary administration and logistics point of contact for Asia-Pacific program staff;
· Prepare traveler itineraries and arrange trip logistics for Asia-Pacific 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 lodging travel reimbursements;
· Provide support and guidance to local staff managing travel, logistics and related processes;
· Coordinate Asia-Pacific weekly team meetings strategy sessions and team building;
· Coordinate regular update of regional communication material, including internal newsletters, project one pagers and region-wide material;
· Manage division-wide trackers, libraries and internal website, including maintenance of division calendar, knowledge management and regional list of experts;
· Monitoring of labor utilization and division leave, including coordination of leave during heavy periods of usage;
· Submit for payment division-wide expenses and select recurring program expenses;
· Manage division G&A budget in collaboration with the Regional Director and Deputy Regional Director;
· Coordinate regional response to budgeting requests;
· Coordinate regional development efforts, including liaising with the organization’s Development Specialist and supporting final proposal packaging;
· Administer timely procurements for the division and for select program needs, in coordination with relevant team members and Contracts and Grants;
· Coordinate the AP team’s schedule for review and submission of monthly/quarterly reports;
· Coordinate division event logistics, including international travel when relevant;
· 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: Participate in Asia-Pacific budget planning and perform processing, recording and reporting of division financial transactions, in compliance with IFES policies and procedures. Critical review and reporting of division financials in partnership with Finance.
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.
Qualifications: 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
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.