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Regional Administrative Officer: Central and West Africa (CEWA)

The National Democratic Institute (NDI) seeks a Regional Administrative Officer to support its democracy development programs in Central and West Africa (CEWA) covering the following countries: Burkina Faso, Central African Republic, Cote d’Ivoire, Democratic Republic of the Congo, Guinea, Mali, Niger, Nigeria, Liberia, and Sierra Leone. The Regional Administrative Officer is based in Washington DC and serves as the focal point for the CEWA team’s administrative management


Responsibilities

  • Manage team administrative functions, develops team-wide systems and procedures and streamlines existing processes.
  • Manage logistical and administrative matters for Regional Director and Deputy Regional Director, including travel arrangements and correspondence.

  • Operations
    • Monitor field-based leases, procurements and insurance coverage, registration processes and field office assets, to ensure adherence to NDI regulations and administrative deadlines.
    • Manage field office security plans and shares best practices.
    • Facilitate program-related travel by ensuring timely and accurate submission of documentation for authorizations, airline ticket and visa issuance, hotel reservations, immunizations, other logistics and pre-departure briefings.
    • Manage and coordinate team retreats, meetings and other events.
    • Assist with field office openings and closeouts.

  • Communication
    • Design team’s online portal pages, including layout and content.
    • Oversee the updating and maintenance of the CEWA team page on the internal NDI portal. Review and consolidate monthly team blog entries and prepare them for the monthly CEWA digest.
    • Oversee the regular updating and maintenance of the CEWA team’s country pages on the public NDI website.
    • Maintain regular communication with NDI functional and regional teams to ensure coordination and collaboration on CEWA databases, policies anc procedures.
    • Serve as initial point of contact for public inquiries about CEWA programs and developments.

  • Systems
    • Develop and maintain tracking systems, databases, websites, materials, schedules, calendars and other team-related information.
    • Research and standardize best administrative practices in DC and in field offices. Ensure consistent use of institutional systems (shipping, procurement, timesheets, storage, leases, other field office management processes, etc.).
    • Track and process timesheet submissions. Evaluate timesheets for compliance with program regulations and NDI policies.
    • Monitor staff home leave requests and usage, and compliance with program regulations and NDI policies.
    • Track timely submission of donor reports.

  • Human Resources
    • Assist with staff recruitment. Draft job descriptions and assessment tests, screen resumes and candidates, and coordinate interviewsManage and evaluates performance of CEWA team interns or project assistants in coordination with country teams.
    • Plan and coordinate employee orientation sessions. Orient new staff on team systems, policies, and procedures.
    • Coordinates training and staff development events.
    • Manage close-out procedures for departing staff.

  • Office & Equipment Management
    • Manage inventory of team equipment and supplies, including computers and other electronic hardware.

  • Perform other duties and special projects as assigned.


Experience Required

  • Bachelor’s degree, preferably in Business Administration, International Relations or a related subject;
  • Minimum four (4) years of relevant administrative experience, preferably with an international development organization.
  • Experience with basic accounting;
  • Knowledge of USAID and other donor regulations and ability to analyze and interpret government and organization rules and regulations;
  • Ability to manage multiple tasks in a fast-paced work environment;
  • Strong attention to detail;
  • Ability to be creative and to proactively identify procedures and policies to improve the overall efficiency and organization of CEWA programs and activities;
  • Capacity to work both independently with minimal supervision and as a member of a team;
  • Strong interpersonal skills that foster productive business relationships and effective interaction with staff and vendors;
  • Strong oral and written communications skills;
  • Fluency in spoken and written English and French required;
  • Demonstrated interest in the Central andWest Africaregion and its political developments;
  • Experience publishing website content;
  • Proficiency with PC-based word processing, Excel spreadsheet applications, accounting-related software, and internet-based content research; and
  • Experience with event planning and management.



Please apply directly at:
http://ndi.silkroad.com/epostings/submit.cfm?fuseaction=app.dspjob&jobid=217287&company_id=15851&jobboardid=479