Tuesday, January 24, 2017

Administrative Coordinator Position with the International Foundation for Electoral System in Artlington

Job description
The Administrative Coordinator will provide support to the Chief Executive Officer (CEO) in areas such as calendar maintenance, prioritizing and handling of inbound and outbound communications, word processing, and file maintenance. H/she will liaise with the Board of Directors, high level dignitaries and other government representatives, who will interact with IFES. H/she will provide support to Manager of Board Affairs and Outreach when deemed appropriate. The  Administrative Coordinator will coordinate and/or support various business and social functions, special events, and other special projects as assigned by the CEO.

Job Responsibilities:
·         Maintain and organize President’s schedules, meetings, travel itineraries, conferences, etc.
·         Handle travel arrangements (including obtaining visas) and expense reporting for the CEO; coordinate compilation of travel briefing materials.
·         Create and develop correspondence, reports, and presentations. Design and draft general correspondences, memos, charts, tables, graphs, business plans, etc.
·         Engage with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization.
·         Assist with screening of emails, mail, and phone calls.
·         Maintain minutes for internal meetings.
·         Support event logistics and facilities work.
·         Distribute mail and packages. Review and verify supply order deliveries.
·         Direct incoming calls and inquiries to the appropriate department.
·         Provide assistance to the Board Affairs team as needed.
·         Other duties as assigned.

 Provides the support necessary for the team to achieve its goals. Complies with established procedures and determines appropriate action within standard protocols. Work performance is monitored by supervisor. Manages own workload, time and priorities, with general guidance from supervisor.
DECISION MAKING/PROBLEM SOLVING:  Identifies simple, easily detected problems affecting own work. Produces useful ideas or explanations for circumstances, but may need guidance on execution for results. Understands and applies policies and proactively suggests solutions/improvements on issues. Limited decision-making, subject to supervisory approval.
FISCAL RESPONSIBILITY:   Prepares routine financial reports in compliance with IFES policies and procedures. Processes routine transaction in compliance with IFES procedures.  
RELATIONSHIPS:   Maintains working relationships with team members and other staff within the Division. Initiates contact with staff in other departments to exchange detailed, substantive information and coordinates activities necessary to achieve work goals. Routine interdepartmental and external business contacts, primarily to exchange information necessary to complete work or provide services. Routine interactions require good interpersonal and customer service skills.

Education:  Degree  
Experience:    relevant experience in international development or related field.    
Related Skills or Knowledge: Experienced with word processing, spreadsheets, and databases; work requires continual attention to detail in composing, editing, and proofing materials. Outstanding interpersonal skills with excellent written and oral communication skills; this position requires handling sensitive and confidential situations with poise, tact, and diplomacy. Successful candidates will be able to demonstrate the following attributes: detail oriented and highly organized; responsive to urgent requests and tasks; ability to multitask, prioritize, and meet deadlines; discretion, judgment, and confidentiality are a priority; professional and comfortable interfacing with senior level executives; strong customer service focus.  

English required. Proficiency in another language is a plus.   

Apply here. Click on "HQ Employment."