Program Associate, Papua New Guinea

Location: Virginia
Division: Payroll
Status: VA-Based Full Time
Position Number: 17:048                            

Project Description:

IFES is an independent, non-governmental organization that supports citizens’ rights to participate in free and fair elections. IFES’ programs in Papua New Guinea aim to strengthen electoral process for the national 2017 elections and Bougainville referendum in 2019. IFES is seeking a Program Associate to join its Asia Pacific team. The Program Associate is the entry level position to program work at IFES. As a junior member of the team, the Program Associate will provide administrative and programmatic support for current and developing programs.

Responsibilities:

• Review and submit project finance reports such as field expense reports, wire transfers, vendor invoices etc. to supervisor for approval.
• Input financial data for project expenses and projected expenditures.
• Review/prepare/submit material for procurement including drafting request for proposal/request for quotes, preparing selection packages, tracking existing contracts etc.
• Support recruitment and mobilization of field staff and consultants for field assignments.
• Maintain project records and documents, including consultant contracts, project files etc.
• Conduct basic research and provide general support in proposal development process.
• Assist with editing/writing quarterlies and other reports.
• Plans and expedites airline, hotel, and visa arrangements.
• Provide support during department meetings and special events, prepares and assembles briefing materials as directed.
• Provide assistance on special projects and assignments
• Other duties as assigned.

POSITION SCOPE: Provides the support necessary for the team to achieve its goals. Job duties are fairly straight forward and require following common procedures and guidelines. Manages own workload, time and priorities, with guidance from supervisor

DECISION MAKING/PROBLEM SOLVING:    Has the knowledge and skills to identify solutions to routine problems. Produces useful ideas or explanations for circumstances, but may need guidance on execution for results. Understands and applies policies and proactively suggests solutions and improvements on issues.  

FISCAL RESPONSIBILITY:   Prepares routine financial reports in compliance with IFES policies and procedures. Processes routine transaction in compliance with IFES procedures.

RELATIONSHIPS:   Maintains collaborative working relationship with team members and other staff within the Division. Initiates contact with staff in other departments to exchange information and coordinates activities necessary to achieve work goals.

SUPERVISION EXERCISED:   None

Qualifications: 

Education:  Bachelor’s degree required

Experience:  0 - 2 years’ relevant experience in international development or related field. Internship(s) experience with an international NGO a plus

Related Skills or Knowledge: Experienced with Microsoft Excel, Word and PowerPoint required. Introductory experience in proposal development support a plus.   Familiarity with USAID and DFAT regulations helpful. Familiarity with Asia Pacific region or Papua New Guinea a plus. Detailed oriented and organized. Ability to prioritize, take direction, and handle varied tasks within deadlines. Strong communicator, both verbally and in writing. Collaborative, team oriented individual

LANGUAGE SKILLS:  English required. Proficiency in another language a plus. 

TRAVEL:  Travel may be required, up to 10%

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.