Location: Washington
The International seeks Policy Research Institute (IFPRI) seeks a Budget & Administrative Specialist to support the day to day running of a large-scale nutrition research program consortium led by the PHN division of IFPRI. This is a full-time two-year, fixed-term, non-exempt, renewable appointment based at IFPRI's PHN division in Washington, D.C. Essential Duties: Specific duties and responsibilities include but are not limited to:
Manage and implement the budget process for the program.
This includes :
- Developing project/program annual budgets
- Processing and tracking expenditures of the research program against budget
- Developing spreadsheets and maintaining financial information for planning and reference.
- Monitoring consortium's budget, including financial tracking against budget and financial report. Prepare routine correspondence regarding contracts or project/program finances.
- Compiling summary budget tables for annual budget preparation
- Providing budget summary tables or budget status reports to Program Manager as requested
- Providing quarterly budget forecast for the research program's financial statements
- Preparing and monitoring collaborative agreements and memoranda of understanding with partners and consultants, tracking payments and ensuring that contract commitments are met.
- Liaising with partner organizations on quarterly financial reports and forecasts
- Building and managing relationships with partner organizations and their respective administrative staff to facilitate efficient financial and reporting outcomes.
- Exercising overall responsibility for the administration of the consortium, taking the initiative to identify and development improvements in processes and systems.
- Liaising with IFPRI Administration/Cognos system on the financial matters and with other administrative units as necessary.
Providing logistical & operational support to the consortium program.
This includes :
- Ensuring effective and regular communications between consortium partners, so that all partners are aware of reporting deadlines, events, research, and dissemination opportunities
- Organizing Consortium Meetings, workshops and teleconferences
- Assisting with logistics during workshops and meetings
- Providing administrative support to senior management in the strategic steering meetings of the Consortium.
- Assisting with editing proposals & reports (compiling materials from various collaborators)
- Formatting and word processing of documents & reports
- Monitoring, coordinating, and assisting in preparing Consortium products, activities, outputs, and outcomes.
- Liaising closely with consortium management on internal and external project communications, including the project website.
- Responding to internal & external requests from the consortium partners.
- Writing the research program's contribution to Inside IFPRI
Provide Program administrative support as needed & requested; to include :
- Processing incoming & outgoing mail in consultation with the Project Manager, including drafting and/or typing correspondence for dispatch by mail, fax, email or courier.
- Assisting in producing program bulk mailings, wire transfers and other administrative outreach support as needed.
- Serving as internal contact person for the program
- Maintaining project files and files for the Program Manager
- Serving as contact person for the Program Manager including phone and office reception.
- Other duties as assigned.
Required Qualifications:
- 3-5 years of demonstrated relevant experience in the operations of a large scale, multi-partner project with international partners or funders.
- Bachelor's degree in business administration or related field, or equivalent.
- Demonstrated experience in developing, monitoring and managing budgets and contracts.
- Experience in coordinating budget process, reviewing accounting transactions, developing financial projections and reports.
- Solid composition, grammar and proof reading skills, with the ability to compose correspondence and reports; excellent written and oral English communications skills.
- Proficient in Microsoft Office; word processing & spreadsheet programs required.
- Ability to handle multiple tasks & prioritize tasks with minimal supervision in a fast-paced environment.
- Demonstrated experience and comfort in working with multiple program managers simultaneously. Ability to prioritize and coordinate tasks in such an environment.
- Demonstrated flexibility to adjust to multiple individual work Demonstrated ability to pay attention to detail and follow through to closure.
- Ability to work with overseas partners in a multicultural environment. Preferred Qualifications:
- Familiarity with IFPRI's operational systems (finance, accounting, etc.) and the CGIAR system is highly desirable.
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