Senior Regional Administrative Manager

  • Added Date: Thursday, 19 September 2019
  • Deadline Date: Friday, 18 October 2019

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Job Function: Washington DC
Department: Central & West Africa
Location: Washington, DC

Senior Regional Administrative Manager

The National Democratic Institute for International Affairs (NDI) seeks a Senior Regional Administrative Manager to support its democracy development programs in Central and West Africa (CEWA). The Senior Regional Administrative Manager is based in Washington, DC, and serves as the focal point for the CEWA team's administrative management.

Responsibilities:

  • Manage team administrative functions, systems, and procedures, providing guidance and oversight on operational, logistical, and administrative matters in coordination with respective administrative teams
  • Draft, edit, and/or compile regional documents, including CEWA newsletters and webpages, board memos, and regional director's presentations and letters. Oversee the regular updating and maintenance of the CEWA team's country pages on the public NDI website and NDI staff portal
  • Manage recruitment processes for the CEWA region, including leading project assistant hiring and providing assistance, templates, and guidance on program staff hiring. Draft job descriptions and assessment exercises, screen resumes and candidates, and coordinate interviews. Oversee program staff guidance to and review of CEWA team project assistants in coordination with program teams
  • Manage and coordinate team retreats, meetings and other events; work with program staff to coordinate or support delegations, retreats, conferences, and public events
  • Develop and maintain team-wide systems and procedures; streamline existing processes; and coordinate and harmonize information, documents, and policies across the region, including teamwide tracking systems, databases, briefing materials, schedules, calendars and other team-related information
  • Serve as team liaison and maintain constructive relations with NDI functional, administrative, and regional teams; serve as initial point of contact for public inquiries
  • Maintain system to track program spending and budget balances for the region at a glance for Regional Director. Manage CEWA regional and special project funds, including budgeting, tracking, and reconciling expenditures
  • Standardize best administrative practices in DC and in field offices. Ensure consistent use of institutional systems and practices (shipping, procurement, timesheets, storage, leases, other field office management processes, etc.)
  • Coordinate training, staff development, and team building events on a regular basis. Plan and coordinate teamwide employee orientation information on team systems, policies, and procedures
  • Manage logistical and administrative matters for Regional Director and Deputy Regional Director, including travel arrangements, financial reconciliations, and correspondence.
  • Serve as point of contact for CEWA leadership meetings with donors, partners, and other stakeholders
  • Manage field office security plans and share best practices between offices. Ensure all offices in the region have an updated and detailed security plan, including phone trees, emergency contacts, etc
  • Manage inventory of team equipment and supplies, including computers and other electronic hardware, in coordination with NDI's technology team
  • Perform other duties and projects as assigned**Qualifications:**

  • Bachelor's degree, preferably in business administration, international relations, political science, or a related field; additional years of relevant work experience may be substituted for educational requirement on a one-for-one basis

  • Minimum 10 years of relevant administrative experience, combined with hands-on programmatic experience in international development highly desirable

  • Superior writing and verbal communication skills; strong grammar, punctuation and editing skills

  • Working knowledge of budget and accounting procedures

  • Professional proficiency in spoken and written English

  • Professional proficiency in French preferred

  • Knowledge of USAID and other donor regulations and ability to analyze and interpret government and organization rules and regulations preferred

  • Ability to manage multiple tasks simultaneously; ability to follow through on multiple tasks in a fast-paced work environment; deadline oriented; requires little oversight to complete tasks

  • Excellent organizational skills and strong attention to detail

  • Capacity to work both independently and as a member of a team

  • Exceptional interpersonal skills and cultural sensitivity to effectively interact with all levels of staff, US and foreign government personnel, members of donor organizations, funders and policy makers

  • Ability to be creative and to proactively identify procedures and policies to improve the overall efficiency and organization of CEWA programs and activities

  • Experience with event planning and management

  • Demonstrated interest in political development and/or the Central and West Africa region

  • Working knowledge of PC-based word processing and spreadsheet applications

  • Experience with Google Apps (Gmail, Calendar, Google Drive, G+, etc.) strongly desired**Comments:**

Candidates must be legally eligible to work in the U.S. NDI does not provide sponsorship.

NDI welcomes and supports a diverse, inclusive work environment. As such, our commitment is to promote equal employment opportunities (EEO) for all applicants seeking employment and NDI employees. NDI makes employment decisions based on organizational needs, job requirements and individual qualifications without regard to race, color, religion, sex, national origin, age, disability, marital status, sexual orientation, personal appearance, military status, gender identity or expression, genetic information, political affiliation, educational status, unemployment status, place of residence or business, source of income, or reproductive health decision making. Additionally, harassment or discrimination based on these characteristics will not be tolerated at NDI. To perform the essential functions of this position, reasonable accommodations are available to qualified individuals with disabilities and qualified individuals who have limitations due to pregnancy, childbirth, breastfeeding or medical related condition.

PI113800981

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