Job Vacancies National Democratic Institute, June 2012

Job Vacancies National Democratic Institute
Position: Program Coordination
Location: United States of America ( The ), Washington
Closing Date: Friday, 13 July 2012

The National Democratic Institute (NDI) seeks an Agreement Administrator/Senior Agreement Administrator. The individual is a member of Program Coordination (PC), an administrative team that serves as the primary point of contact with donors on agreement-related issues; negotiates award terms and conditions with NDI’s donors; manages the administration and coordination of the Institute’s global funding mechanisms; reviews and edits proposals, reports and deliverables; develops and provides training, tools and resources to staff on grants administration, donor regulations, and NDI policies and procedures; and maintains agreement documents and donor information in central files.

Donor Relations
Performs the day-to-day operational tasks, in coordination with senior manager, for NDI’s largest global USAID cooperative agreement funded through a consortium of three equal partners under which NDI currently has more than 45active programs:
Serves as the principal point of contact with partner organizations and NDI staff members, facilitating and coordinating daily communications on the grants administration of programs funded under the award
Submits, tracks and follows up on status of NDI proposals and requests for reprogrammings, prior approvals and extensions
Coordinates the review of partners’ proposals within NDI and ensures timely response
Coordinates, compiles and ensures the timely submittal of reports
Develops understanding of the consortium’s internal procedures and serves as resource for program staff
Assists in ensuring compliance with the consortium’s policies and procedures, and with USAID regulations
Maintains electronic files for award, ensuring consistency in file structure
Backstops the senior manager and contributes to review and negotiation of award terms, drafts communications to USAID and apprises NDI’s technical advisor and president of consortium management issues
Maintains good working relationships with consortium partner organizations and USAID
Represents NDI in consortium partner meetings

Serves as NDI’s primary point of contact with USAID (for direct awards) and non-US government donors on grants administration and compliance matters for assigned regional team (s):
Negotiates award terms for agreements from USAID (direct awards) and from non-US government donors (e.g., foreign government embassies and aid agencies, such as DFID and Sida, and multilateral institutions, such as the UNDP and the World Bank) for assigned regional team (s)
Coordinates and drafts communications to donors on grant-related matters
Represents NDI in discussions with USAID and non-US government donors on grants administration and compliance issues

Editing
Reviews and edits proposals and reports for assigned regional team (s) and ensures timely submittal to the appropriate donor

Grants Administration:
Serves as the Program Coordination liaison to assigned regional team (s,) in collaboration with senior PC team member, for grant-related issues:
Reviews grant agreements and modifications, and coordinates and drafts communications to donors
Tracks the reporting and deliverable requirements for each award and coordinates with program staff to ensure their timely submittal
Provides ongoing guidance to staff on project troubleshooting, including waiver, reprogramming and prior approval requests, and on donor regulations and award requirements for assigned team’s programs
In conjunction with other administrative teams (Accounting and Operations), monitors program, budget and logistical developments that affect assigned regional team’s grants and that require prior approval or award modification
Reviews/drafts, submits and tracks requests for reprogrammings, prior approvals and extensions to USAID (for direct awards) and to non-US government donors for assigned regional team’s awards
Coordinates and interacts regularly with PC senior team members with donor responsibilities (e.g., NED) on assigned team’s grants administration-related issues and coordinates with senior PC team member on non-US government donors and programs to ensure institutional consistency
Conducts orientation for assigned team’s staff on the role of Program Coordination, the project life cycle and donor regulations
Participates in weekly meetings of assigned team (s)

PC Team Staff Portal Content Management
Serves as the PC team point of contact for NDI’s staff portal, attending periodic meetings and training on portal management, and communicating with PC staff on portal issues
Maintains PC team staff portal website content, ensuring that information is accurate and up-to-date
Coordinates and contributes to the development of new content (e.g., updates and guidelines)

General Responsibilities
Maintains grants administration database and program files (electronic and hard copy) for assigned projects
Coordinates and/or conducts training sessions for staff on proposal and report writing, donor regulations, monitoring and evaluation, NDI procedures and related grants administration topics
Participates in and contributes to weekly PC team meetings and regular meetings with NDI’s president
Other duties as assigned

Required Skills and Experience
Bachelor’s degree in International Relations, English, Political Science or a related field; graduate degree preferred
Agreement Administrator: Minimum of four (4) years of related experience, preferably in grants administration/management and donor relations for an international development organization, donor agency or foundation
Senior Agreement Administrator: Minimum of six (6) years of experience in grants administration/management and donor relations for an international development organization, donor agency or foundation
Excellent written and verbal communication skills, including strong editing skills, an eye for detail and fluency in English
Familiarity with democracy and governance programming and with proposal development, project management, and monitoring and evaluation processes preferred
Familiarity with U.S. federal regulations for assistance awards (i.e., OMB A-110, OMB A-122, 22 CFR 226, 22 CFR 228 and 22 CFR145) preferred
Proven ability to prioritize tasks and to initiate follow-through with meticulous attention to detail and high level of accuracy
Demonstrated ability to work both independently and as a member of a team, show initiative, handle multiple tasks simultaneously, remain calm under pressure, coordinate among different departments, and build and maintain professional working relationships with staff at multiple levels
Proven ability to think critically and problem solve
Excellent organizational and interpersonal skills
Ability to negotiate and interact with colleagues in a professional manner
Experience developing and/or managing content for portals or other web-based applications preferred
Working knowledge of PC-based word processing and other applications, including SharePoint, PowerPoint and Excel, and familiarity with grants management databases preferred

Application Comments
Please include a cover letter with your resume, describing your interest in the position and how your experience qualifies you for this position. No phone calls please. NDI is an Equal Opportunity Employer and does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, marital status or any other characteristic protected by law.

How to apply:
Please apply directly at:

http://ndi.silkroad.com/epostings/submit.cfm?fuseaction=app.dspjob&jobid=217368&company_id=15851&jobboardid=479

National Democratic Institute for International Affairs 2030 M Street Northwest Washington, DC (202) 728-5500




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