Administration and Operations Manager

Position description

Democracy International (DI) is looking for an Administration and Operations Manager to join our team in Bethesda, Maryland. If you’re someone who loves working in a dynamic, innovative, and mission-driven environment, this opportunity is for you. As a key member of our Corporate Operations team, you’ll play a crucial role in managing the day-to-day operations of our home office. This role will be based in DI’s home office in Bethesda, Maryland. We will only consider applicants who are based in the Washington, DC area or planning to relocate. This position is a hybrid position and is expected to be in the office regularly.

Essential Job Duties:

The duties of the Administration and Operations Manager will include:
 

• Operational Excellence: Make sure our home office runs smoothly by implementing practical and effective processes and procedures. Develop/revise standard operational procedures as the need arise
• Smart Procurement: Help us make wise decisions when buying products and services. Lead the process of reviewing, comparing, and analyzing procurements.
• Adaptability: Be ready to update our procedures as needed to keep things running smoothly.
• Office Management: Take care of everything related to our office space, supplies, and technology. Manage all aspects of office infrastructure and operations including office space leases and maintenance, supplies, materials, and technology.
• Facilitating Growth: Support our growth by managing the transition to a new office space.
• Risk/Insurance Liaison: Work with insurance partners to assess and confirm coverages.
• Vendor Relations: Manage contracts and payments with our vendors.
• Financial Oversight: Help us stay on budget by preparing financial reports and analyses.
• Leadership: Lead and mentor a team of Operations Officers, Assistants and Associates.
• Efficiency Improvements: Introduce new ways to make our operations more efficient.
• Problem Solving: Resolve problems by collaborating across the company.
• Knowledge Sharing: Contribute to knowledge sharing and implement new initiatives to improve existing information resources
• Other duties as assigned

   

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
 

• Minimum of 5 years of relevant professional experience
• Bachelor’s degree in a related field, such as business administration, management, international development, or a related field.
• Minimum one year of supervisory experience.
• Experience providing administrative and operational support in the international development space.
• Experience working with USAID and other international donor organizations.
• Flexibility in working in a dynamic environment managing multiple activities, ad hoc requests, and changing requirements.
• Adept at identifying and framing problems, setting priorities, and making assessments and creative problem solving.
• Demonstrated ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity and gender.
• Ability to confidently engage with staff at all levels.
• Strong attention to detail in written work, and experience creating and managing internal knowledge management and quality review processes.
• Ability to integrate diverse information from varied sources.
• Adept at identifying and framing problems, setting priorities, and making critical assessment.
• Proficiency with MS Office Suite
• Authorized to work in the United States.
  

Reporting:
 

• This position reports to the Vice President, Corporate Operations.

   

Environmental Conditions:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 

• Moderate noise (i.e. business office with computers, phone, printers, and moderate traffic).
• Ability to work in a confined office space/area.
• Ability to sit and/or stand at a computer desk for an extended period of time.
• Ability to travel on long plane flights across several time zones and at irregular hours.

   

Physical Requirements Required to Perform Essential Responsibilities:

While performing the duties of this job the employee is regularly required to;
 

• Stand, sit; talk, hear, use of hands and fingers, and perform repetitive motions to operate a computer and telephone keyboard.
• Reach, stoop, or kneel, to adjust computer and/or telephone equipment.
• Specific vision abilities required by this job include close vision requirements due to computer work.
• Hearing abilities required due to telephone.
• Light to moderate lifting is possible.
• Travel will require moderate lifting, sitting for extended periods of time, overnight flights across multiple time zones;
• Regular, predictable attendance is required; as business demands dictate.

Democracy International is committed to providing access, equal opportunity and reasonable accommodation in its employment process for individuals with disabilities to meet any and all physical requirements of our jobs.

Application instructions

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