عن الوظيفة
Job TitleSenior Administrative OfficerPosition SummaryThe Senior Administrative Officer provides comprehensive administrative and operational support to Community Systems Foundation (CSF), ensuring the efficient day-to-day functioning of the organization.
Reporting directly to the President, the position plays a central role in coordinating contracts, financial administration, travel logistics, document management, and executive support while maintaining the high standards of accuracy, professionalism, and confidentiality expected within an international non-profit organization.Working closely with colleagues, consultants, technical partners, and project focal points across multiple countries and time zones, the Senior Administrative Officer helps ensure that organizational operations run smoothly and that key administrative processes are delivered efficiently and on schedule.
This role requires a highly organized, proactive, and self-motivated individual who is comfortable managing multiple priorities independently while contributing to a collaborative, mission-driven team.Equivalent of 3 days of work (24 hours) per week over 5 days.
This position may be ideal for an individual with a flexible work schedule.About Community Systems FoundationCommunity Systems Foundation (CSF) is a US-registered non-profit organization founded in 1963 that develops and supports open digital solutions to strengthen government planning, management, and decision-making.
Working in partnership with governments, United Nations agencies, development partners, and other organizations, CSF designs and implements technology that helps countries collect, manage, analyze, and use data to improve public services and advance sustainable development.Today, CSF's solutions have been used in more than 120 countries, with flagship platforms such as Data For All supporting strengthened data systems across all public sectors and OpenEMIS supporting national education systems.As a small, globally distributed organization, CSF combines technical excellence with a collaborative and mission-driven culture.
Our team values professionalism, innovation, continuous learning, and a commitment to delivering practical, sustainable solutions that create lasting public impact.Key Working RelationshipsReporting to CSF President and TreasurerClosely collaborating with:Technical PartnersConsultantsProject Focal Persons
Maintain contract records and monitor key contractual milestones.Track project milestones and maintain financial schedules for grants and contracts.Prepare and issue client invoices based on contractual payment milestones.Maintain financial records and support bookkeeping activities using QuickBooks.Prepare ACH and wire payment instructions for payroll and approved vendor payments.Coordinate domestic and international travel arrangements, including itineraries, accommodation, visas (where applicable), and travel documentation.Maintain organized electronic filing systems for contracts, financial documents, policies, and organizational records.Draft, proofread, and manage professional correspondence and administrative communications.Prepare spreadsheets, reports, and administrative dashboards using Microsoft Excel and Google Sheets.Coordinate meetings, maintain action trackers, and follow up on administrative deliverables.Support procurement and vendor administration when required.Assist the President with general administrative and operational tasks as assigned.Expected QualificationsEducation: Bachelor's degree in Business Administration, Commerce, Finance, Management, or a related field.Language proficiency: Fluency in Professional English5+ years of administrative, operations, finance, or project administration experience.Experience supporting international organizations, NGOs, or donor-funded projects is desirable.Experience managing contracts, invoices, payroll support, and travel coordination.Technical skillsProficiency in QuickBooks or comparable accounting software.Advanced Microsoft Excel skills (pivot tables, lookup functions, financial tracking).Strong proficiency in Google Workspace, particularly Google Sheets, Docs, Drive, and Calendar.Experience maintaining electronic document management systems.Familiarity with virtual collaboration tools such as Zoom, Google Meet, or Microsoft Teams.Ability to learn new digital platforms and administrative systems quickly.Desired CompetenciesExceptional organizational and time-management skills.High level of accuracy and attention to detail.Ability to manage multiple priorities with minimal supervision.Strong written and verbal communication skills.Professional judgment and discretion when handling confidential information.Excellent problem-solving abilities.Strong customer service orientation.Ability to work independently in a remote, distributed work environment.Reliability and accountability.Proactive approach to improving administrative processes.Expected Outcomes / Measures of SuccessTimely and accurate administration of contracts and financial records.Invoices issued promptly in accordance with contractual milestones.Payroll payment instructions prepared accurately and on schedule.Well-maintained electronic filing and document management systems.Efficient coordination of travel and meeting logistics.Professional and timely correspondence with partners and consultants.Accurate financial tracking in QuickBooks and supporting spreadsheets.High level of confidentiality and professionalism.Reliable administrative support enabling smooth day-to-day organizational operations.
Maintain contract records and monitor key contractual milestones.Track project milestones and maintain financial schedules for grants and contracts.Prepare and issue client invoices based on contractual payment milestones.Maintain financial records and support bookkeeping activities using QuickBooks.Prepare ACH and wire payment instructions for payroll and approved vendor payments.Coordinate domestic and international travel arrangements, including itineraries, accommodation, visas (where applicable), and travel documentation.Maintain organized electronic filing systems for contracts, financial documents, policies, and organizational records.Draft, proofread, and manage professional correspondence and administrative communications.Prepare spreadsheets, reports, and administrative dashboards using Microsoft Excel and Google Sheets.Coordinate meetings, maintain action trackers, and follow up on administrative deliverables.Support procurement and vendor administration when required.Assist the President with general administrative and operational tasks as assigned.Expected QualificationsEducation: Bachelor's degree in Business Administration, Commerce, Finance, Management, or a related field.Language proficiency: Fluency in Professional English5+ years of administrative, operations, finance, or project administration experience.Experience supporting international organizations, NGOs, or donor-funded projects is desirable.Experience managing contracts, invoices, payroll support, and travel coordination.Technical skillsProficiency in QuickBooks or comparable accounting software.Advanced Microsoft Excel skills (pivot tables, lookup functions, financial tracking).Strong proficiency in Google Workspace, particularly Google Sheets, Docs, Drive, and Calendar.Experience maintaining electronic document management systems.Familiarity with virtual collaboration tools such as Zoom, Google Meet, or Microsoft Teams.Ability to learn new digital platforms and administrative systems quickly.Desired CompetenciesExceptional organizational and time-management skills.High level of accuracy and attention to detail.Ability to manage multiple priorities with minimal supervision.Strong written and verbal communication skills.Professional judgment and discretion when handling confidential information.Excellent problem-solving abilities.Strong customer service orientation.Ability to work independently in a remote, distributed work environment.Reliability and accountability.Proactive approach to improving administrative processes.Expected Outcomes / Measures of SuccessTimely and accurate administration of contracts and financial records.Invoices issued promptly in accordance with contractual milestones.Payroll payment instructions prepared accurately and on schedule.Well-maintained electronic filing and document management systems.Efficient coordination of travel and meeting logistics.Professional and timely correspondence with partners and consultants.Accurate financial tracking in QuickBooks and supporting spreadsheets.High level of confidentiality and professionalism.Reliable administrative support enabling smooth day-to-day organizational operations.
