Basic Function of the Position

Incumbent functions as the Financial Analyst, Office Manager, and Administrative Assistant for the Caspian Policy Center (“Center”).  Work includes: prepare, manage, and review Center’s annual budgets and in addition function as the designated office cashier. In collaboration with other staff authorize expenditures previously approved by the Executive Director.  Incumbent serves as the lead person for information technology support, including maintenance of the Center’s website and social media accounts.

Major Duties and Responsibilities

Financial Planning and Management (Budget and Fiscal)

Plans, develops, prepares, and monitors budget.  Receives and deposits revenues from donors. Reviews and manages all expenditures and reports to the Advisory Board and Executive Director every quarter.  Plans and prepares quarterly budget reports. Ensures that the Executive Director has approved expenditures. Advises Executive Director on potential economies.

Incumbent functions as the office account cashier, prepares procurement actions, and manages bank accounts, including writing and recording checks, performing electronic fund transfers for vendor payments.

Incumbent designs and maintains electronic tracking spreadsheets on the status of funds used and funds remaining for travel, subscriptions, representation, utilities/rents, and petty cash.

Incumbent is solely responsible for maintaining and renewing subscriptions for office, such as newspapers, publications, on-line databases, reports, etc.

Using market information, the incumbent identifies contacts, collects and evaluates quotations and recommends the best source of supply for purchasing office supplies/equipment.

Exercises in-depth knowledge of financial, procurement, travel, and other administrative procedures, advises and assists Center staff to ensure that all administrative activities are performed properly, ethically, and legally.

Office and Resource Management

Manages day-to-day logistical operations of the Center, ranging from handling incoming telephone calls and answering electronic mail messages to ensuring necessary administrative support is available.  Liaises with the landlord to ensure landlord-provided services and goods are available. Manages expendable supplies.

Prepares all necessary documentation for day-to-day payment of vendors,  Is responsible for maintaining financial records and documents related to all purchases and payments made.  Oversees logistic and procurement activities including credit card purchases and other administrative issues.

Incumbent is responsible for arranging travel of Center staff, including ensuring timely issuance of tickets, making lodging reservations, and issuance of visas.  Incumbent is also responsible for managing the daily schedule of Executive Director and scheduling events requiring presence of other staff, including members of the Advisory Board, as required.

Oversees the personnel management of authorized positions and prepares all paperwork for new and current positions, coordinates with the Executive Director on hiring process of the new and final settlement of the outgoing local staff; advises the staff on Center policies regarding employment and employment benefits.

Events and Programs

The incumbent maintains liaison with government and private-sector counterparts in arranging appointments for the Executive Director, staff, and Advisory Board members. Incumbent is the main administrative contact on all V.I.P/high level protocol visits and is the sole handler of all V.I.P./high level visit schedules, budgets, and logistical arrangements.

The incumbent maintains a calendar of competing events in order to deconflict the Center’s schedule of activities, including U.S. and foreign holidays, events hosted by other organizations, and planned travel.

The incumbent assists the Director of Programs in planning and managing conferences, seminars, missions, and other events organized by the Center by providing logistical support in identifying suitable hotels and conference facilities.  Works with counterparts to obtain conference requirements followed by making the required arrangements. Works closely with hotel/conference facility to identify costs and requirements and to ensure all required services are provided. Reviews, clears, and processes invoices for costs involved.

Information Technology Support

Incumbent is the primary contact for support on information technology.

Incumbent troubleshoots hardware and software problems.  Incumbent is responsible for identifying the problem, resolving it if possible, and otherwise providing an accurate and articulate explanation of the problem to appropriate helpdesks and working with them to resolve the problem and explain the solution to staff, as needed.  This may sometimes require work outside of business hours to resolve problems. Incumbent tracks hardware items and requests and arranges replacement, as required. Incumbent is required to be familiar with Center requirements related to creating accounts, accessing on-line databases, changing passwords, and training and assists office staff in using software tools.

Incumbent is responsible for training all staff in cybersecurity and ensuring that appropriate cybersecurity measures have been implemented to protect Center assets and intellectual property.

Qualifications Required for Effective Performance

Education: Associate’s degree or greater in a relevant discipline.  A high level of computer literacy is essential; formal training in information technology is highly desirable.

Prior Work Experience: Two years of responsible work experience in the area of financial and administrative management is required.  Prior experience in information technology support is highly desirable.

Language Proficiency:  Educated native fluency in English (Level V), including both speaking and writing.  Business writing skills are required.

Job Knowledge:  Knowledge of general administrative practices, principles, and administrative management.  Knowledge of budgeting and fiscal management. Good working knowledge of internet usage and research.

Skills: Multi-tasking and interpersonal skills of a high order are required, along with the ability to deal with and execute complex and time-sensitive tasks.  Excellent problem solving skills; ability to deal with competing demands and deadlines in a self-directed manner. Ability to work effectively with a variety of individuals both within and outside the office.  Ability to work under tight deadlines. Position generally requires an ability to work simultaneously on a number of projects. Minimum Level 2 typing ability (50 words per minute) is required. Computer skills in Microsoft Office software products (Word, Excel, Outlook, Power Point) are required.  Ability to write grammatically correctly in an appropriate business style.

Position Elements

Supervision Received:  Supervised by the Executive Director, who is available for consultation when policy decisions are required.  Routine duties, including financial planning, administrative responsibilities, and budget analysis should be managed without supervision.

Supervision Exercised:  Supervises the accounting contractor and the human resources contractor.

Available Guidelines: Employee Handbook.

Exercise of Judgment:  Consistent good judgment is essential.  Within the area of assignment, exercises judgment and initiates actions.  Must be able to exercise a relatively large degree of independent judgment, and autonomy, especially in determining priorities of action among many competing demands.

Authority to Make Commitments: As delegated by the Executive Director, substantial independence in the area of financial planning and oversight, plus routine administrative operations.  Independently selects vendors based on cost-effectiveness and desire for economy in expenditures.

Nature, Level, and Purpose of Contacts: Meets mid-level U.S. and foreign government and private-sector officials, visiting businesspersons, and representatives of international organizations to facilitate their relationships with the Center; meets and negotiates with contractors and vendors.

Time Expected to Reach Full Performance Level: One year.

How to apply: Please send a resume and a cover letter in PDF format to hr@caspianpolicy.org by January 19, 2020.

Basic Function of the Position

The incumbent provides leadership in the design, implementation and evaluation of Caspian Policy Center (“Center”) programs and events in the Center’s region of focus, Central Asia and the Caucasus.  The incumbent advises the Executive Director on highly complex undertakings, including policy fora, symposia, and missions abroad; develops and maintains contacts with senior foreign and U.S. government and private-sector officials; supervises subordinates, including interns; participates in the hiring of new employees; and provides input to performance appraisals.

Major Duties and Responsibilities

Event Organization

The incumbent continuously researches opportunities for collecting information on the region of focus, organizing events that will advance the Center’s goals, and demonstrates initiative in recommending such events to the Executive Director.  Upon assignment, the incumbent plans, organizes, executes, and evaluates such events. The incumbent collaborates with other Center staff in publicizing events.

Advisory

The incumbent advises the Executive Director on issues related to the area of focus, with particular emphasis on issues that will influence Center activities.

Planning and Managing

The incumbent contributes to the work-unit planning process, to the development of strategies and work programs, and assists in budget formulation in support of planned events.  The incumbent oversees subordinates, including interns, and evaluates their performance. The incumbent develops and maintains cordial professional relationships with U.S. and foreign government and private-sector officials.  The incumbent collaborates with the Director of Research to organize events to leverage and promote research products.

Qualifications Required for Effective Performance

Education: Bachelor’s degree is required.

Prior Work Experience: Three years of progressively more responsible service in the fields of event planning and organization, supervision of subordinates, and program management is required.

Language Proficiency: Educated and grammatically correct native fluency (Level V) English is required (writing as well as speaking).  Fluency in one or more foreign languages of the area of focus is highly desirable. 

Job Knowledge: Thorough knowledge of event organization, e.g., rental of venues, construction of booths, recruitment of speakers, arrangement of travel.  Some knowledge of Central Asia and the Caucasus, and cross-cultural awareness sufficient to avoid causing inadvertent offense to foreigners.  Knowledge of resources available to accomplish assigned tasks.

Skills

Good working knowledge of Microsoft Outlook, Word, Excel, and Power Point; online databases and other resources (publications, trade journals, statistical compendia).  Must be able to prioritize tasks, and to handle assignments independently with minimal supervision. Must possess excellent interpersonal skills which result in establishment of trust relationships.  Must be able to demonstrate initiative, decisiveness, and willingness to speak truth to power. Must demonstrate superlative technical writing and editing skills.

How to apply: Please send a resume and a cover letter in PDF format to hr@caspianpolicy.org by January 19, 2020.

Basic Function of the Position

The incumbent provides leadership in the design, implementation and evaluation of Caspian Policy Center (“Center”) research on the Center’s region of focus, Central Asia and the Caucasus, and publication of same.  The incumbent advises the Executive Director on directions of research and on appropriate channels of outreach; develops and maintains contacts with senior foreign and U.S. government and private-sector officials; supervises subordinates, including interns; participates in the hiring of new employees; and provides input to performance appraisals.  The incumbent serves as acting Executive Director during the Executive Director’s absence.

Major Duties and Responsibilities

Event Organization

The incumbent continuously researches the region of focus, oversees and also participates in generation of research and publication of same that will advance the Center’s goals, and demonstrates initiative in recommending such research to the Executive Director.  Upon assignment, the incumbent plans, organizes, executes, and evaluates such research and publications.

Advisory

The incumbent advises the Executive Director on issues related to the area of focus, with particular emphasis on issues that will influence Center activities.

Planning and Managing

The incumbent contributes to the work-unit planning process, to the development of strategies and work programs, and assists in budget formulation in support of research and publishing.  The incumbent oversees subordinates, including interns, and evaluates their performance. The incumbent develops and maintains cordial professional relationships with U.S. and foreign government and private-sector officials.  The incumbent collaborates with the Director of Programs to organize events to leverage and promote research products.

Qualifications Required for Effective Performance

Education: Master’s degree is required in a field related to academic social science research of the area of focus.

Prior Work Experience: Two years of progressively more responsible supervision of subordinates.  A proven track record of writing and publishing.

Language Proficiency: Educated and grammatically correct native fluency (Level V) English is required (writing as well as speaking).  Fluency in one or more foreign languages of the area of focus is highly desirable.

Job Knowledge: Thorough knowledge of either Central Asia or the Caucasus, and cross-cultural awareness sufficient to avoid causing inadvertent offense to foreigners.  Knowledge of resources available to accomplish assigned tasks.

Skills 

Ability to acquire knowledge and synthesize it into research products.  Good working knowledge of Microsoft Outlook, Word, Excel, and Power Point; online databases and other resources (publications, trade journals, statistical compendia).  Must be able to prioritize tasks, and to handle assignments independently with minimal supervision. Must possess excellent interpersonal skills which result in establishment of trust relationships.  Must be able to demonstrate initiative, decisiveness, and willingness to speak truth to power. Must demonstrate superlative technical writing and editing skills.

Supervision Received: The Executive Director provides supervision and rates performance.

Supervision Exercised: Responsible for leave approval, performance appraisal, and discipline of direct reports, including interns.

Available Guidelines: Employee Handbook.

Exercise of Judgment: The incumbent must exhibit continuous and consistent good judgment in determining workload priorities while facing resource limitations.  Incumbent is expected to operate with a high degree of independence.

Authority to Make Commitments:In collaboration with the Office Manager, is authorized to commit funds previously approved by the Executive Director for implementation of programs.

Nature, Level, and Purpose of Contact: The incumbent maintains contacts with a broad spectrum of senior- and middle-level central and state government officials, CEOs of private companies, academicians, professionals of economic research institutes, private trade bodies and associations, and international organizations in both the United States and countries in the area of focus.

How to apply: Please send a resume and a cover letter in PDF format to hr@caspianpolicy.org by January 19, 2020.