Program Coordinator Job at International Foundation for Electoral Systems (IFES)

Key Responsibilities

Program Management Support project management and implementation of project activities o Assist in organizing and coordinating core project activities;

• Assist with regular update of the work plan as well as follow up on activities;
• Assist in collection of data for monitoring and evaluation of activities and updating the M&E plan;
• Assist with reporting of programmatic results, these will include weekly/monthly reports to Program Team, Donors, Annual reports, as well as other reports as required;
• Tracking and documentation of election related information in the media and issue Daily Digest email;
• Arrange program meetings and attending meetings when necessary and provide reports
• Providing logistics support to international and local consultants; Book accommodation ; Prepare travel advances and review travel expenses and ascertain accuracy prior to payments
• Assist with logistical arrangements for workshop participants and consultants o Manage seminar and workshop participants’ database;
• Workshop set up and ensuring adequate branding of the venues - Transport and per diem reimbursements to participants
• Liaising with partners on workshop invitations and making follow-ups on invited participants
• Taking of minutes of program meetings and ensuring distribution to all relevant staff
• Assist with evaluation of partner proposals, as well as review of partner reports
• Attend partner planning and working group meetings, as needed and provide reports;
• Assist in drafting briefing papers on relevant topics as needed;
• Assist with managing program planning and budget monitoring/realignment o Monitor activity costs and alert relevant staff of the same
• Gather data on various costs for various activities to inform purchases
• Other duties as may be assigned.

Operations/Financial Management

• Assist with monitoring and tracing of program expenses
• Compiling all necessary documents and drafting LPOs, service contracts, and consultant contracts for local programmatic procurement
• Review of all program-initiated expense vouchers prior to signature/approval

Minimum Qualifications Education:

• Bachelor’s degree in a relevant field.
• Experience: At least three (3) years of experience, two (2) of which are in a similar position, preferably in international development and/or in the democracy and governance sector.
• Experience with working with international donors, including USAID, DFID, DFATD, and the EU. Related Skills and/or Knowledge
• Demonstrable excellent communication skills both verbally and in writing
• IT skills with experience in Microsoft Excel, Word and PowerPoint
• Ability to work with others and take responsibility of building and maintaining positive relationships both within the office as well as with implementation partners
• Ability to prioritize, project planning and meets deadlines
• Familiarity with USAID rules and regulations and reporting requirements preferred
• Positive and solutions-based attitude
• Willingness to travel (though minimal)