About International Foundation for Electoral Systems (IFES): 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 all. Our technical assistance and applied research develop 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. In accordance with IFES’ approach: A society is able to reach its full potential in a world in which people of all genders are fully engaged as equal partners in their families, workplaces, and communities. Based on international human rights standards and best practices, IFES promotes political participation, justice, and equal rights around the world. IFES reflects these values in its programming and workplace culture.

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.

IFES programming in Europe and Eurasia (E&E) is diverse yet customized to each country’s specific assistance needs. IFES provides traditional “core” support with innovative, cutting-edge programming for integral, democratic elections and citizen engagement.

PRIMARY FUNCTION/PURPOSE:

The Procurement and Administration Officer is an intermediate professional position at IFES and is part of the E&E division. Specific duties will include project procurement administration and facilitation, as well as compliance and cross-departmental support and coordination. This position will be working closely with IFES’ Contracts and Grants (C&G) team.

MAJOR DUTIES AND RESPONSIBILITIES:

• Establish and maintain positive working relationships with IFES staff, and other departments within IFES HQ, especially with C&G and contractors.
• Serve as primary procurement and compliance point of contact for Europe and Eurasia program staff.

• In compliance with C&G guidelines and USG regulations, advise E&E staff on matters related to procurement, preparation, and administration of contracts or awards of all types.
• In compliance with C&G guidelines, support procurement activities including, but not limited to, reviewing procurement packages, developing solicitation documents, and
• Communicate with the field offices on proper procedures to follow for procuring services or goods.
• Ensure compliance of documents/packages prepared by the E&E department and field offices with donors’ terms and conditions, IFES operational procedures and policies for procurement activities, and contracts.
• As needed, prepare traveler itineraries and arrange trip logistics for Europe and Eurasia division travel, including flights and hotels, with travelers, field offices, and other relevant parties.

• Assist E&E team and consultants in complying with IFES policies and donor regulations related to lodging travel reimbursements.
• Manage division-wide trackers, libraries, and internal website, including maintenance of division calendar, knowledge management, and regional list of experts as relates to procurement of goods of services.
• Prepare and submit for payment division-wide expenses and select recurring program expenses in compliance with IFES rules and regulations on as needed basis.
• Administer timely procurements for the division and for select program needs, in coordination with relevant team members and the Contracts & Grants office.
• Troubleshoot procurement and compliance related problems, identify and implement creative solutions; provide related advice and training to E&E teams.

• Other duties as required.

POSITION SCOPE: Provide varied support functions to the compliance, procurement, and administrative aspects of program implementation. Manages own workload, time, and priorities, with guidance from supervisor.

DECISION MAKING/PROBLEM SOLVING:Multi-factor decision-making requiring research and analysis, subject to supervisory guidance. Verify and analyze facts, consult with other departments as needed, and then implement solutions based on knowledge of procedures, logic, and sound judgment. Initiate contact with staff in other departments to exchange detailed, substantive information and coordinate activities necessary to achieve work goals.

FISCAL RESPONSIBILITY: Participate in Europe and Eurasia budget planning and perform processing, recording, and reporting of division financial transactions, in compliance with IFES policies and procedures. Critical review and reporting of division financials in partnership with Finance.

RELATIONSHIPS: Develop and maintain collaborative relationships, which require highly-developed interpersonal skills, involving active listening, creativity, and problem-solving, to ensure desired outcomes.Develop opportunities to improve working relationships and work outcomes with internal and external partners.

EDUCATION: Bachelor’s degree required.

EXPERIENCE: Minimum of 4 years of relevant work experience, such as working on operations, procurement, compliance, or quality control. Experience with cross-team coordination is a plus.

RELATED SKILLS AND KNOWLEDGE:

• Proficiency with Microsoft Office and Excel.
• Strong written and verbal communication.
• Familiarity with USAID and non-US rules, regulations, and compliance as well as other international donors is a plus.
• Familiarity with the USAID procurement process is required.

LANGUAGE SKILLS: English is required; regional language is a plus.

TRAVEL: No travel required. But if mutually agreed to, may travel to the field if required.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:

Standard office work environment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job. #LI-Hybrid