Major Gifts Manager, FINCA Canada

Job Description

The Major Gift Manager’s core responsibility is to service and steward existing donor relationships to ensure growth in donations and high donor satisfaction and retention rates. He/she is also the lead in on-going new major donor acquisition ($1000+) and in making the “ask” and closing agreements with supporters. As such the Major Gifts Manager is responsible for increasing FINCA Canada’s footprint in the west and the Maritimes, finding donor leads, following up on them and developing donor referral networks. Donor leads are the lifeblood of a Major Gifts Manager. Without them, no donor acquisition can be made. As a result, the Major Gift Manager will spend his/her day making phone calls, visiting donors, or meeting with potential donors.

He/she is responsible for developing and implementing a clear fundraising strategy for each donor/lead on his/her portfolio including cultivation and solicitation timeline, and a clear program to steward the donor onto a new gift or repeat donations. He/she is the lead in maintaining the relationship and all knowledge/information on assigned donor portfolio. He/she is also responsible for grant management, proposal and report writing and donor research. He/she is responsible for meeting the yearly fundraising targets assigned to him/her.

ESSENTIAL DUTIES

Include the following:

Fundraising Targets

  • Meet fundraising targets, (cash and pro-bono/in-kind and restricted/unrestricted) as assigned.
  • Personally solicit and close gifts.
  • Prepare the Executive Director to solicit gifts, as necessary.
  • Cultivate relationships with decision-makers for major proposals and asks.
  • Develop and implement fundraising and recognition events on a range of scales and in a variety of locations as per Operating Plan strategy
  • Identify opportunities for Planned Giving (bequests, insurance, and other complex gifts).

Research & Prospecting

  • Support Board members to maximize their effectiveness as fundraisers and ambassadors.
  • Develop a system for ongoing identification of donor “suspects” and determine those who can become donor “prospects”.
  • Align vetted donor “prospects” with FINCA Canada needs and make sure buy-in with key internal stakeholders is done first.
  • Establish contact with potential donors as per recommendation of research done (through a letter of intent, a phone call or introduction to decision-makers via current key stakeholders).
  • Adjust content of sales presentations by studying the type of donor and their interests.
  • Using knowledge of donor, determine subject and scope of future solicitation.

Cultivation & Stewardship

  • Cultivate relationships with prospective and current donors through regular, proactive communications preferably in person or through the phone.
  • Provide timely and personalized acknowledgements of donor contributions.
  • Organize initiatives that build FINCA Canada’s capacity to benefit from assigned donor portfolio, including meetings and presentations through which FINCA Canada can network with and inform stakeholders.
  • Respond timely to inquiries from donors and potential donors.
  • Maintain proposal and reporting deadline calendar to ensure donor requirements are being met; communicate any changes, problems, variations etc. to donor in timely manner.
  • Resolve donor complaints by investigating problems, developing solutions, preparing reports, making recommendation to management.
  • Negotiate with donor as needed until contract signed.

Strategic and Operational Planning

  • Responsible for making sure that proposals being developed adhere to the donor’s interests and understanding and are aligned with FINCA Canada’s interests.
  • Quarterly, and until donation is secured, review the strategic plan for assigned donor portfolio and revise as needed.
  • Develop the annual plan that describes the operating objectives, structure and budget (income and expense) for assigned donors.
  • Report to Executive Director on performance against plan per reporting criteria.
  • Guide due diligence process for proposals as required.

Program Administration

  • Manage and record all fundraising activity in Raiser’s Edge software in accordance with reporting and performance measurement policy.
  • Establish and adhere to process, systems and policies for cultivating and stewarding assigned constituents.
  • Provides historical records by maintaining records on portfolio of donors.
  • Keep FINCA up-to-date on major trends that may affect FINCA Canada’s relationship with donor portfolio.
  • Keep Management (ED) informed by submitting activity and results reports, such as daily call reports, weekly work plans and monthly and annual portfolio analyses.
  • Monitor competition by gathering current marketplace information on products, new products, expansion, marketing techniques, etc.
  • Recommend changes in marketing materials, strategies, etc. by evaluating results and competitive developments.
  • Maintain professional and technical knowledge by attending educational workshops and reviewing professional publications; establishing personal networks; participating in professional societies.
  • Perform other duties as assigned.

SUPERVISORY RESPONSIBILITY

This person has dotted line supervisory responsibility for the Donor Services Coordinator.

Job Requirements

To perform the job successfully, an individual should demonstrate the following competencies:

Strategic Thinking – Develops strategies to achieve organizational goals; Understands organization’s strengths & weaknesses; Analyzes market and competition; Identifies external threats and opportunities; Adapts strategy to changing conditions.

Judgment – Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.

Motivation – Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.

Planning/Organizing – Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.

Quality – Demonstrates accuracy and thoroughness; Seeks ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.

Oral Communication – Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.

Written Communication – Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

Teamwork – Balances team and individual responsibilities; Exhibits objectivity and openness to others’ views; Gives and welcomes feedback; Contributes to building a positive team environment; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone’s efforts to succeed.

QUALIFICATIONS

  • Motivation for Sales
  • Self-Confidence
  • Knowledge of fundraising, poverty alleviation and financial inclusion
  • Ability to design and implement fundraising strategies in support of program development
  • Donor prospecting Skills Ability to network effectively with diplomacy and tact amid influential and diverse groups
  • Presentation Skills
  • Client Relationships
  • Negotiation
  • Closing Skills to meet fundraising goals
  • Customer Service
  • Portfolio Management
  • A profound sense of ethics and respect for confidentiality of donor information
  • Ability to prioritize and manage competing responsibilities
  • Field experience a plus

EDUCATION & EXPERIENCE 

  • Master’s degree or equivalent work experience in fundraising, sales, public policy, international development or related field.
  • Minimum 5 years of experience in the sector.
  • Experience managing diverse donor portfolio from 1-1 pitch to complex proposal development.

Communication Skills

  • Outstanding interpersonal, oral and written communication skills with proven ability to absorb and synthesize very complex substantive information to effectively engage with donors during extensive face-to-face solicitation and stewardship meetings.
  • Ability to effectively write proposals, reports, and correspondence.
  • Clear and concise communicator; able to deliver impactful messages verbally and in writing.

Technical Skills

  • High proficiency with Microsoft Office and accounting software is requisite.
  • Proficiency with Raiser’s Edge.
  • Working proficiency in social media preferred.
  • Fluency in English required. French fluency preferred.

KEY DELIVERABLES

  • Strategic and operational plans for assigned donor portfolio completed on-time and of high-quality.
  • Meet or surpass fundraising targets for assigned donor portfolio.
  • Deliver all fundraising pitches and/or proposals to specifications.
  • Develop and grow FINCA’s existing relationships within assigned donor portfolio.
  • Complete Raiser’s Edge records for assigned donor portfolio.

KEY RELATIONSHIPS

Donor portfolio, key FINCA International and FINCA Impact Finance staff, FINCA Canada’s Ambassadors and Board of Directors and additional stakeholders as assigned.

TRAVEL REQUIREMENTS

Availability to travel or be out of the office meeting with donors up to 40% of the time.

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Executive Director, FINCA Canada

Job Description

Reporting to the Board of Directors, the Executive Director (ED) is responsible for the successful leadership and management of FINCA Canada according to the strategic direction set by the Board. He/She will have overall strategic and operational responsibility for FINCA Canada’s staff, financial performance, program development and expansion, and execution of its mission. He/She will develop deep knowledge of field operations and core programs, financials and business plans.

He/She also serves as the lead fundraiser for the institution with primary responsibility for growing FINCA Canada’s fundraising operation from $1.4M to $5M in the next three to five years. This includes major gift solicitation and attainment; the creation, planning and implementation of dynamic and galvanizing annual, capital and special campaigns, which include multi-media approaches and the utilization of social networking; and strengthening the organization’s overall fundraising capacity to create loyal, long-term donors. The Executive Director will spend approximately 40 % of his or her time travelling or out-of-the office engaged with current and potential donors.

RESPONSIBILITIES:

Leadership

  • Develop, grow, maintain, and support a strong Board of Directors: serve as ex-officio of each committee fostering effective team work between the Board, Executive Director and staff, and identifying, assessing and informing the Board of Directors of internal and external issues that affect the organization.
  • Working with the Board of Directors, develop a vision and strategic plan to guide the organization. Throughout, seek and build Board involvement with strategic direction for both ongoing operations as well as financial performance of FINCA Canada.
  • Responsible for ensuring ongoing programmatic excellence, rigorous program evaluation, and consistent quality of finance and administration, fundraising, communications, and systems; recommend timelines and resources needed to achieve the strategic goals.
  • Prepare meeting agenda, supporting materials and logistics for Board meetings.
  • Identify and evaluate the risks to the organization’s people (clients, staff, management, and volunteers), property, finances, goodwill, and image, and implement measures to control all operational, financial and reputational risks.
  • Ensure that the Board of Directors and the organization carries appropriate and adequate insurance coverage, and that the Board and staff understand the terms, conditions and limitations of the insurance coverage.

Financial, Operating and Program Planning and Management

Financial:

  • Work with staff and the Board to prepare a comprehensive budget and secure adequate funding for the operation of the organization.
  • Approve expenditures within the authority delegated by the Board and administer the funds of the organization according to the approved budget while monitoring the monthly cash flow of FINCA Canada.
  • Ensure that sound book-keeping and accounting procedures are followed.
  • Provide the Board with comprehensive, regular reports on the revenues and expenditure of the organization.
  • Ensure that the organization complies with all legislation covering taxation and withholding payments.
  • Lead engagement of yearly external audit of FINCA Canada and ensure timely and successful completion.

Operating and Program Planning:

  • Develop FINCA Canada’s operational plan which incorporates goals and objectives that work towards the strategic direction of the organization, ensuring that FINCA Canada meets the expectations of its clients, Board and funders.
  • Develop FINCA Canada’s policies and procedures for the approval of the Board, reviewing them on an annual basis and recommending changes to the Board as appropriate.
  • Oversee the planning, implementation and evaluation of FINCA Canada’s programs and services ensuring that the programs and services offered by the organization contribute to the organization’s mission and reflect the priorities of the Board.
  • Conduct periodic evaluations of the impact of the Foundation’s programs on the ultimate beneficiaries to assess the extent to which the mission is being accomplished.
  • Maintain strong working relationships and coordinate program and grant management with FINCA International and FINCA Impact Finance in the fulfillment of FINCA Canada’s mission and strategic goals, and with their respective subsidiaries in the fulfillment of FINCA Canada’s programs.
  • Work closely and report to FINCA Canada’s Treasurer/Secretary (as the representative of the full board) on the day to day financial, operating and program planning and management of the institution.

Fundraising:

  • Primarily responsible for delivering the overarching fundraising strategies of FINCA Canada and achieving its yearly fundraising goals.
  • Annually identify the funding needs and prospects for FINCA Canada, working closely with FINCA’s sister organizations (FINCA International and FINCA Impact Finance) to keep abreast of network-wide strategic plans, performance and priorities.
  • Yearly develop realistic operating plans and budgets for all donor constituencies that maximize grant funding for FINCA Canada and support the strategies/plans developed.
  • Continuously monitor performance against operating plan and income projections, and expenses against approved budget.
  • Responsible for ensuring that the team is clear about their targets and priorities while actively working with them to achieve individual, team and overall fundraising goals.
  • Responsible for managing and supporting the production of high quality, accurate, innovative and rigorous project concepts, proposals, reports and prospecting packages to be presented to donors.
  • Responsible for developing and monitoring the proposal and reporting calendars, ensuring adherence to donor timelines and compliance with FINCA Canada’s, FINCA International’s and FINCA Impact Finance’s internal review and approval processes.
  • Responsible for ensuring contract/agreement language is consistent with original proposal and with FINCA Canada’s interest on all proposals awarded; engaging FINCA Canada’s General Counsel Office and Finance
  • Department at appropriate junctures to conduct due diligence and sign-off.
  • Responsible for ensuring that hand-off meetings with pertinent staff for proposals awarded occur in a timely manner and are effective to ensure program goals.
  • Responsible for the team’s on-going prospecting efforts to ensure a consistent in-flow of new donors, with an emphasis on increasing FINCA Canada’s footprint in the west and the Maritimes.
  • Provide strategic leadership to the team on building relationships with top of the pyramid donors.
  • Responsible for developing annually, and reviewing quarterly, stewardship plans for each key donor.
  • Responsible for ensuring that FINCA Canada develops and maintains a database of donor information that will keep FINCA Canada apprised of latest funding trends and donor interests and priorities as it pertains to geography and subject matters which overlap with FINCA Canada’s needs and priorities, so that FINCA Canada can make strategic decisions regarding funding opportunities.
  • Responsible for overseeing timely responsiveness to all donor inquiries and ensuring timely and personalized acknowledgments of donor contributions.
  • Responsible for ensuring that monthly income summary reports are developed and shared with all team members to ensure they are aware of any deviations from projections and its effects on cash flow, and to timely address any gaps there might occur.

Human Resources:

  • Oversee the implementation of the human resources policies, procedures and practices including the development of job descriptions for all staff.
  • Recruit, interview and select staff that have the right technical and personal abilities to help further the organization’s mission.
  • Lead, coach, develop, and retain FINCA Canada’s high-performance staff.
  • Ensure that all staff receives an orientation to the organization and that appropriate training is provided.
  • Implement a performance management process for all staff which includes on-going monitoring of performance and conducting annual performance reviews.
  • Set staff compensation in line with the market and increases based on performance.
  • Release staff when necessary using appropriate and legally defensible procedures.

Communications:

  • Deepen and refine all aspects of communications—from web presence to external relations with the goal of creating a stronger brand.
  • Use external presence and relationships to garner new opportunities.
  • Communicate with stakeholders to keep them informed of the work of the organization and to identify changes in the community served by the organization.
  • Establish good working relationships and collaborative arrangements with community groups, funders, influential people and other organizations to help achieve the goals of FINCA Canada.
  • Represent FINCA Canada at PR activities to enhance the organization’s profile, and in addition to the Chair of the Board, act as a spokesperson for the organization.

Job Requirements

To perform the job successfully, an individual should demonstrate the following competencies:

  • Leadership presence and strategic thinking.
  • Experience and delight in direct solicitation and stewardship of donors as well as coaching to elicit the best from volunteer solicitors and staff.
  • Ability and proven experience in individual, team and group management, including systems of accountability and high expectations of performance.
  • Strong networking/interpersonal relationship skills including sustaining cross organizational collaboration.

QUALIFICATIONS – EDUCATION – EXPERIENCE

  • Advanced degree, ideally an MBA, with at least 10 years of senior management experience; track record of effectively leading and scaling a performance and outcomes-based organization and staff; ability to point to specific examples of having developed and operationalized strategies that have taken an organization to the next stage of growth.
  • Thorough understanding and a passion for international development, social enterprise, and financial services.
  • Proven ability to meet or exceed revenue targets. Priority given to candidates with experience growing donor revenue significantly over three to five years.
  • Direct fundraising experience with demonstrated success in soliciting and closing gifts with high net worth individuals, and experience raising significant awards from government, multilateral, corporate, and foundations.
  • Sophisticated communicator, particularly with high-level individuals in a multinational environment, and with superior writing skills.
  • Interest, enthusiasm, and affinity for fundraising.
  • Collaborative management style. Comfortable providing mentorship and coaching to further elevate skillset of experience staff.
  • Strong diplomatic skills, and sensitivity to political issues.
  • Creative, analytic and strategic thinker interested in leading and doing.
  • Technical skills including business planning, financial analysis, project design (log frame), proposal writing, budgeting.
  • Solid understanding of all the numbers in the financial statements (balance sheet, income statement, and cashflow statement).
  • Experience in implementing special events.
  • Campaign experience desirable.
  • Field experience a plus.

LANGUAGE SKILLS: Fluency in English required, French fluency preferred.

LOCATION: The Executive Director will be based in Toronto, Ontario.

TRAVEL REQUIREMENTS: Availability and willingness to travel and/or be out of the office meeting people up to 40% of the time; ability to travel in economy class when traveling by air or rail.

KEY RELATIONSHIPS Internally, the Executive Director will work closely with FINCA International and FINCA Impact Finance Management Teams, Board of Directors and FINCA Canada Ambassadors, as well as all FINCA Canada staff, interns and volunteers.

Externally, the Executive Director will serve as the lead relationship manager with top donor constituencies.

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Civil Society Team Lead

FLSA STATUS: Exempt

GRADE:       6

POSITION TITLE:   Civil Society Team Lead    

REPORTS TO: Chief of Party

LOCATION:  Amman, Jordan       

POSITION SUMMARY

IREX seeks qualified candidates to provide management and general technical direction to civil-society focused activities under an anticipated two-year extension for the USAID-funded Jordan Gender Program, Takamol. For five years, USAID Takamol has focused on mainstreaming gender at policy, national, and community levels. Takamol’s objectives are to expand social dialogue on gender equality and strengthen enforcement and advocacy for female empowerment. USAID Takamol delivers support mechanisms, in-kind assistance, training, and/or grants to build the capacity national and grassroots organizations including civil society, research institutions, and government ministries, as well as support USAID Implementing Partners achieve gender equity and female empowerment.

The Civil Society Team Lead will be based in Amman, Jordan and manage a team of approximately 3-5 people focused on supporting civil society and research partners advocacy on policy and legislative reform. The Team Lead will be responsible for designing several small grants pools working with partners at both national and grassroots level.

Citizens/residents of Jordan are highly encouraged to apply. This position is contingent on funding.

DUTIES AND RESPONSIBILITIES

  • Provide management and general technical direction to civil-society focused activities, including managing implementation plans and working with staff to identify risks and overcome implementation challenges;
  • Ensure close coordination with the Government Team Lead, in order to connect civil society priorities and expertise to supporting gender audits of public sector strategies and services;
  • Develop and maintain effective partnerships across a wide range of civil society, including research partners, monitoring organizations, advocacy groups, and service-oriented organizations;
  • Identify capacity-building and technical assistance needs of partners, and find ways to address those needs;
  • Ensure high quality reporting, documentation, and contributions to monitoring and evaluation;
  • Coordinate on the budgeting and financial management of the team’s activities;
  • Ensure project activities are implemented on schedule and at high-technical quality;
  • Supervise, manage, and develop project staff to be an effective and high-performing team;
  • Other duties, as assigned

SKILLS AND EXPERIENCE

  • Bachelor’s degree in related field required; Master’s degree preferred;
  • Minimum 5-7 years of progressive international experience working in civil society strengthening, civic engagement, human rights, or related field, with experience working on women’s rights or gender mainstreaming strongly preferred;
  • Demonstrated experience increasing civil society’s participation in public policy and designing targeted advocacy strategies.
  • Successful track record of designing activities; Experience designing and managing subgrants preferred; Experience delivering training preferred;
  • Ability to establish strong working relationships civil society, researchers, donors, and other stakeholders;
  • Proven leadership qualities and excellent management skills;
  • Demonstrated ability plan both strategically and creatively to meet project objectives;
  • Strong understanding of the political, economic, and social landscape in Jordan; required, as well as of the current issues facing the advancement of gender equality;
  • Proven experience producing high quality reporting and/or communications materials capturing impact;
  • Strong representational and organizational skills;
  • Proficiency in English and the ability to write at an advanced level in English required; Fluency in Arabic highly preferred.
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Chief of Party, USAID/Sri Lanka Media Empowerment Program

POSITION SUMMARY 

The Chief of Party (COP) will lead the Media Empowerment for a Democratic Sri Lanka (MEND) project. IREX, with support from USAID, is implementing MEND to improve citizen access to balanced and reliable news and information and to support Sri Lanka’s efforts to strengthen media freedom and democratic governance. The COP will have overall responsibility for meeting program objectives and will provide technical expertise in media sector strengthening and management and administrative oversight for the program and will supervise and mentor assigned staff for program implementation and fosters their professional development. The Chief of Party may be requested to make contributions to IREX new business initiatives. The COP will also have frequent and direct communications with USAID as well as with other partners and stakeholders. Travel within the country of assignment may be frequent; some international travel may also be necessary.

DUTIES AND RESPONSIBILITIES

  • Oversee IREX’s office and operations within Sri Lanka
  • Serve as IREX’s Country Representative ensuring IREX compliance with local laws
  • Provide strategic and technical leadership, with responsibility to ensure all program objectives are met
  • Supervise, manage and mentor project staff
  • Develop and maintain effective partnerships with Sri Lankan media organizations
  • Coordinate with local, regional and international organizations active in the media and civil society sectors
  • Develop, implement, and manage activities to support and strengthen the media sector
  • Ensure effective mobilization of stakeholders, partners, and consultants
  • Coordinate with DC office and HQ program team
  • Serve as primary liaison with donor
  • Represent the project and IREX publicly at conferences, meetings, and events, and support its organizational development
  • Ensure project is in compliance with IREX policies and procedures; ensure project procurement policies are implemented in accordance with any Source/Origin/Nationality restrictions and IREX and project policies for procurement
  • Oversee day-to-day financial operations of the project and ensure budget discipline and compliance; Prepare yearly program budgets in coordination with DC program staff; track and monitor project spending rates; communicate with DC program staff regarding budget adjustments
  • Oversee monitoring, evaluation and reporting on program activities
  • Other duties as required

SKILLS AND EXPERIENCE

  • Bachelor’s degree in related field required; Master’s degree preferred
  • Minimum 10 years of progressive international experience working in journalism, media sector strengthening and reform, civic engagement, or related fields.
  • Successful track record of supervising, designing, managing, and implementing complex donor-funded technical assistance projects (with strong preference for past USAID-funded media development project management experience)
  • Ability to establish strong working relationships with senior government officials; media, civic, and private sector leaders; international donors; and other stakeholders
  • Proven leadership qualities and excellent management skills
  • Demonstrated ability to track and manage budgets and plan both strategically and creatively to meet project objectives
  • Experience convening diverse stakeholders to address legal and regulatory media reforms and/or other issues affecting the media sector
  • Experience working with private and public sector partners to leverage additional sources of funding to meet project objectives preferred
  • Strong understanding of the political, economic, and media landscape in Sri Lanka preferred, as well as of the current issues facing the media sector
  • Ability to provide written reporting in English for the project
  • Strong representational and organizational skills
  • Professional level proficiency in spoken and written English. Knowledge of local languages in Sri Lanka beneficial.
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Project Coordinator

Position: Project Coordinator

Location: Bishkek, Kyrgyzstan

Period of Performance: Three Years

Summary of Position:

IREX seeks qualified Project Coordinator candidates for a three-year US State Department-funded project to create a Central Asia Design Hub in Bishkek to serve as a center of training and production assistance to media throughout Central Asia, and to create and produce digital, print, and multimedia products in English and other regional languages.

Under the supervision of the Grants and Finance Officer, the Project Coordinator will contribute to the effective running of the office by carrying out a variety of administrative and operational tasks.

Summary of Responsibilities:

  • Answer and direct calls and emails to appropriate staff, greet visitors to the office.  Respond and provide basic information to general inquiries
  • Assist with banking procedures including deposits and withdrawals, making bill payments, small purchases and deliveries as directed by the project staff
  • Manage day-to-day office logistics including support for meetings, making and serving tea/coffee for staff and visitors
  • Maintain stock of office and kitchen supplies and order new supplies when the need arises
  • Coordinate office and equipment maintenance including refurbishment of printer supplies
  • Maintain process documentation, logs, and other office records as directed
  • Assist administrative staff as needed and provide general support to staff including photocopying, filing, note-taking and other relevant duties
  • Assist in collecting receipts, tracking expenditures and assembling financial reports
  • Organize events, including securing venue and ordering meals for conferences, workshops and meetings
  • Assist with inventory and office operations
  • Other duties as requested.

Skills and Qualifications:

  • Demonstrated customer-service orientation and courteous, professional demeanor
  • Minimum two years of relevant experience in a professional environment. Experience in an international organization is preferred
  • Good verbal and written communication skills
  • Must be skilled at handling multiple tasks and able to adhere to tight deadlines
  • Proficient in Microsoft Office, Google applications, cloud storage solutions
  • Fluency in Russian and Kyrgyz required; proficiency in English preferred
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Field Operations Coordinator, Operations Group

The Field Operations Coordinator provides operational coordinating and administrative support to IREX’s overseas field offices.

 GENERAL DUTIES & RESPONSIBILITIES

  • Provides day-to-day administrative and operational support and guidance to IREX’s field offices and DC-based program teams
  • Initiates the planning of and monitoring of the start-up and close-out processes of IREX Field Offices
  • Works closely with the (Senior) Field Operations Officer for new country registration; research and selection of legal firms; preparation and submission of organizational documents, powers of attorney, etc
  • Works closely with the (Senior) Field Operations Officer to proactively manage field office close-outs this includes terminations of Powers of Attorneys, closure of bank accounts and termination of country registrations and relevant permits as appropriate
  • Manages, updates, and validates entries in the IREX Field Operations database
  • Manages and maintains the Field Operations pages of the IREX internal portal, including ensuring documents and templates are updated and easily accessible
  • Manages and maintains the Field Operations Country Profiles Database and ensure information is entered on a timely and consistent basis
  • Maintains Field Operations Standard operating procedures (SOP) and ensure they are up-to-date
  • Under the supervision of the Director for Global Security provides coordinating and administrative support for field security and risk management matters. This includes:
    • Development and updates to Field Security Handbook and policies
    • Maintains and updates the ISOS Travel Tracker platform regularly and ensures that data from travel partners and individuals are accurate
    • Plays key support role in pressure testing scenario exercises as instructed and executed by the Director for Global Security
    • Provides monthly updates on field operations related security issues or training requirements
    • Scheduling of Security Focal Point Trainings
    • Supports Desk Assessments for Field Security
    • Conducts quarterly testing of satellite phone network and systems
    • Undertakes field security related research projects
  • Identifies and documents best practices, lessons learned and performs root-cause analysis and other problem-solving activities to identify effective corrective actions and improvements to current field operations policies and procedures
  • Develops and utilizes professional networks to inform decision making and benchmarking of best practices for international operations
  • Creates and maintains complete documentation of decision-making processes
  • Provides orientation to HQ and field-based staff, as requested
  • Maintains effective relations and coordination with HQ and field staff, vendors, and partners
  • Travels to international field offices as and when requested to support field office audits, reviews and audits (up to 10%)
  • Provides backup support to (Senior) Field Operations Officer when necessary
  • Other duties as assigned

SKILLS AND EXPERIENCE

  • Bachelor’s degree in international development, or similar required
  • Minimum two years’ professional experience in administration and operations in an international development context preferred
  • Demonstrated understanding of United States Government (USG) regulations and compliance issues
  • Ability to work with and communicate effectively with colleagues at all levels of the organization
  • Detail-oriented, highly organized with the ability to multi-task and work independently
  • Strong computer skills, especially Microsoft Office: Outlook, Word, PowerPoint, and Excel
  • Ability to work and communicate effectively across borders and cultures
  • Ability and interest to work in a fast-paced, small office work environment
  • Arabic, French and/or Spanish language skills preferred
  • Overseas non-profit experience preferred but not required
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