Regional Administrative Officer/Sr. Officer - Southern and East Africa

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

SUMMARY:
The National Democratic Institute (NDI) seeks a Regional Administrative Officer/Senior Officer to serve as the focal point for the Southern and East Africa team’s regional management and to support the team’s regional democratic development programs. The position is based in Washington, D.C. and is available immediately.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Support to Regional Management/Regional Programs

Manage logistical and administrative matters for the Regional Director, including meeting schedules, travel arrangements and financial reconciliations.
Assist Regional Director to respond to executive office requests for information.
Support regional program team with program reporting, financial tracking and reconciliations and travel.
Serve as point of contact for administrative teams on routine requests.
Manage and develop team-wide tracking systems and procedures and streamline existing processes for program and financial reports, timesheets, country-specific office contact, legal requirements, human resource manuals, and security protocols among other information.

Communications

Develop, manage, and update team’s online internal portal page.
Coordinate the regular maintenance of the regional team’s country pages on the public NDI website, in consultation with program managers.
Prepare team meeting minutes and share with field offices.
Maintain regional team calendar, and track regional team-related activities and events.
Manage regional team-related email listservs.

Systems

Develop and maintain regional team tracking systems for programmatic and financial information, including timely submission of bi-weekly field reports, donor reports and timesheets.
Develop and maintain system to track program spending and program budget balances for the region at a glance.
Research and share best administrative practices in DC and in field offices.
Organize and maintain shared regional files, liaise with program, functional and administrative staff to ensure appropriate file retention, etc.

Internal Team Staff Initiatives

Support Regional Director to orient new staff on Southern and East Africa team systems, policies, and procedures.
Under supervision by the Regional Director, coordinate training and staff development events.
Track the development and updating of HR manuals for NDI offices in the region, ensuring compliance with program regulations and NDI policies, in consultation with the relevant Southern and East Africa program managers.
Assist with maintaining team database of trainers, consultants and observer delegates.

Internal Team Operations Support

Assist Regional Director in tracking field office registration processes and security plans, including phone trees, emergency contacts, etc.
Assist in managing and coordinating team retreats, meetings and other events.
Manage inventory of D.C. team equipment and supplies, including computers and other electronic hardware.
Perform other duties and projects assigned by the Regional and Deputy Directors.

EDUCATION AND/OR EXPERIENCE

Bachelor’s degree in Business Administration, or a related subject, preferable; and
Minimum Four (4) years of relevant administrative or office management experience for the Officer level position; Six (6) years for the Senior Officer level. Additional yars of relevant work experience may be substituted for educational requirement.

REQUIRED SKILLS AND ABILITIES

Interest in the Southern and East Africa region and its political developments.
Ability to manage multiple tasks simultaneously; ability to follow through on multiple tasks in a fast-paced work environment; deadline and detailed oriented; requires little oversight to complete tasks.
Ability to be creative and to proactively identify procedures and policies to improve the overall efficiency and organization of regional administrative systems.
Capacity to work both independently with minimal supervision and as a member of a team.
Strong time management skills.
Strong interpersonal skills that foster productive business relationships and effective interaction with staff and vendors.
Strong oral and written communications skills. Excellent grammar, punctuation and editing skills.
Ability to ask questions and seek guidance when necessary.
Proficiency wih Microsoft Windows, Excel spreadsheet applications, accounting-related software, and internet-based content research.
Experience with Google Apps (Gmail, Calendar, Google Drive, G+, etc.) strongly desired.
Experience with basic accounting and budget tracking.
Experience with event planning and management.
Language skills area a plus.