Senior Program Administration Manager

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 everyone. 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 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 Senior Program Administration Manager is management level position at IFES providing financial and administrative support to the Asia-Pacific program division. The position's primary purpose is to provide accurate financial management of active programs ensuring IFES' and donor rules and regulations are followed. This person will work closely with Asia-Pacific program managers to maintain program pipelines.

MAJOR DUTIES AND RESPONSIBILITIES :

• Responsible for the division's donor reporting and billing, financial analysis and planning support; day-to-day responsibilities include reviewing and approving donor financial reports and invoices, troubleshooting potential challenges to implementation, and working with the team to address project-specific needs.
• Provide support for pricing and budgeting for grants, cooperative agreements and contracts.
• Provide guidance and insight on financial management of projects funded through a wide variety of mechanisms and donors, including USG, FCDO, DFAT, GAC, Sida, and SDC.
• Devise and maintain SOPs, financial tracking templates, and training materials for the unit's core business processes.
• Ensure that cost proposal and narrative templates align with IFES' costing structures and policies.
• Serve as technical lead for assigned project in conjunction with technical specialists, providing technical support and advice to program teams.
• Serve as manager for program administration officers. Provide professional developmental opportunities for direct reports and mentoring on financial and procurement matters to the program team.
• Serve as advisor on donor compliance matters and provide interpretation to donor regulations and award terms.
• Support the administration of outgoing contracts, sub-awards, lease and consulting agreements and modifications.
• Support program staff in ensuring that procurement processes are cost-effective, efficiently designed, and in compliance with IFES Procurement policy, US Government, and applicable donor regulations.
• As needed, conduct site visits to ensure appropriate financial and administrative management systems are implemented to meet the level and complexity of funding.
• Establish, maintain, and develop productive working relationship with staff, consultants at large, and other departments within IFES HQ.
• Troubleshoot project problems. Identify and implement creative solutions.
Other duties as assigned.

EDUCATION:

EXPERIENCE:

• 10 years of experience in project implementation, financial management and administration of cooperative agreements, contracts, and grants.
• Demonstrated experience with USG grants, cooperative agreements, and contracts, strong knowledge of project budgeting and contract pricing strategies.
• Experience developing financial reporting and tracking tools for complex, multi-year projects; analytical ability of terms and conditions related to complex contractual activities.
• Ability to work collaboratively with others at varying levels of seniority and across departmental boundaries and to exercise influence to achieve a cohesive approach to business development.
• Integrity, judgment, and discretion along with a professional and interpersonal demeanor that elicits trust and respect from colleagues, donors, and strategic partners.
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. Familiarity with USAID and non-US structure and personnel as well as other international donors is a plus. Field experience desirable.

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.
• Excellent analytical, written, and verbal communication skills.
• Team player with excellent interpersonal skills. Supervisory experience is preferred.
• Experience with Microsoft 365 (Office) and SharePoint is required.
Proficiency with Microsoft Office and Excel required.

LANGUAGE SKILLS: English is required.

TRAVEL: Travel up to 10% of time

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:

Standard office work environment with occasional field travel. 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.