Advisor -- Program Coordination (NED)

About Program Coordination

The National Democratic Institute (NDI) seeks an Advisor to join the Program Coordination (PC) team. As an institutional support team, PC serves as the primary point of contact with donors on compliance and award management 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 award management, donor compliance and NDI policies and procedures; and supports knowledge management by maintaining agreement documents and donor information accessible to staff in central files. Institutionally, PC works to support a common understanding of donor strategies, policies and compliance areas to ensure efficient, responsive and adaptive program design and award management, and institutional efficiencies, as well as a system for continual learning, adapting and communicating internally and externally. Additionally, PC ensures consultations are taking place between/among appropriate regional, functional and institutional support teams on donor issues and programmatic developments, and that NDI is meeting donor requirements and expectations.

Position Summary

The Advisor will serve as NDI's representative on award management matters with the National Endowment for Democracy (NED) from which the Institute receives an annual grant that funds more than 70 projects. The Advisor provides day-to-day award management support to assigned program team(s). In addition, the Advisor will manage PC's information management systems to improve PC's acknowledgement management and learning to better support program teams award management responsibilities.

Donor Relations

• Manages NDI's NED portfolio, including coordination of projects and budgets among the Institute's program teams to ensure effective and compliant core grant management.
• Manages the annual NED strategic planning process, which determines the allocation of funding of the annual grant across teams and includes the development of the annual planning documents and budgets.
• Manages NDI's NED program coordination and program development budgets, as well as analyzes program portfolio budgets as needed, during the course of the year, to inform budget and program forward planning.
• Coordinates with NDI's G-DMEL team on annual NED program evaluation and cumulative assessment deliverables.
• Oversees the proposal design and development process, including the processes for the compilation and submission of NED proposals.
• Represents NDI at the NED's informal proposal review sessions, and in meetings with the core institutes including regular coordination meetings, annual planning meetings, and board meetings as needed.
• Reviews the annual NED core grant award agreement and negotiates award terms.
• Ensures compliance with grant terms and NED regulations, including timely submission of deliverables.
• Oversees the individual responsible for the day-to-day administration of the NED grant in tracking project end dates and reporting dates, assisting in the review and submission of prior approval requests and notifications, and assisting in the compilation and submission of NED proposals, reports and other institutional documents.
• Advises and conducts training for staff on NED regulations, procedures and requirements.
• Maintains good working relationships with counterparts at the NED and the core institutes.

Grants Administration

• Provides guidance to assigned program team(s) on daily award management requirements, including prior approval requests, award deliverables, waivers, reprogramming, extensions and donor regulations.
• Reviews and edits proposals, reports and requests for assigned program team(s) and ensures NDI and donor standards and their timely submission to the appropriate donor.
• In conjunction with other institutional support teams, monitors financial, logistical and legal developments that affect projects and that require prior approval, donor notification or award modification to maintain donor compliance.
• Coordinates and interacts regularly with PC team members with other donor responsibilities on assigned team's agreement administration-related issues.
• 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 FCDO and Sida, and multilateral institutions, such as the UNDP and the World Bank) in coordination with relevant PC team members.
• 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 in coordination with relevant PC team members.

Information Management

• In coordination with the PC Director, manages PC's information management system, including knowledge management, communications and learning.
• Collaborates with PC staff and other teams as appropriate to assess NDI staff learning needs on award management and to develop and manage a communications and training schedule.
• Develops resources and training materials in conjunction with PC team members and other administrative teams, as appropriate.
• Coordinates and/or conducts training sessions regularly for staff on various donor and award management topics.
• Oversees the individual responsible for the day-to-day information management support.

Parameters

• Incumbent operates under general direction, works in accordance with established procedures and objectives.
• Incumbent regularly interacts with staff at all levels within NDI.
• Incumbent regularly interacts with NDI donors and other stakeholders.

Required Qualifications

Education

• Bachelor's degree required, preferably in Political Science, International Affairs, Public Administration, Nonprofit Management or a related field; Master's Degree preferred.

Experience

• Minimum of ten (10) years of experience in program and/or award management for an international development organization, foundation and/or donor agency.

Knowledge, Skills and Abilities (KSAs)

• Understanding of global Democracy, Rights and Governance (DRG) issues.
• Experience with U.S. government donors and regulations.
• Advanced knowledge of program and/or award management processes and requirements.
• Effectively interacts with all levels of staff, as well as as external partners, including members of donor organizations.
• Strong analytical and negotiation skills for identifying problems, determining options for resolution, and coming to consensus on next steps.
• Strong attention to detail, with a propensity to complete work accurately and with a focus on quality.
• Action-oriented with an advanced level of proficiency to prioritize work and multi-task in a fast-paced environment with shifting priorities.
• Strong time management and organizational skills.
• Ability to take initiative and anticipate needs, and willingness to take on new responsibilities.
• High degree of professionalism and strong work ethic.
• Capacity to work effectively both independently and as a member of a team; maintain collaborative spirit and approach to work; provide guidance and coordination with and among staff.
• Excellent oral and written communication skills.
• Ability to practice discretion and maintain the confidentiality of grant and institutional information.
• Proficiency in Microsoft Office to include Word, Excel and PowerPoint; knowledge of/proficiency in Google Suite tools preferred.

Certifications/Licenses (desired)

• Not Required

Work Environment

• This position generally is performed in an office environment and may be suitable for telework.
• Occasional evening and weekend work may be required.
• No international travel is required in this role.

Physical Requirements

• Sitting/mobility—to work at a desk and move around work areas.
• Speaking/hearing—to engage orally in conversation with others and conduct presentations.
• Seeing—to effectively use a computer screen and for reading and interpreting printed materials, memos and other paperwork.
• Reaching/handling—to input information into computer systems and retrieve and work with appropriate paperwork, equipment and supplies.

ADA Notation:

The physical demands and work environment that have been described are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions in accordance with the Americans with Disabilities Act.

Comments

To comply with tax and legal obligations, all candidates for DC-based positions must reside in Maryland, DC or Virginia. While there may be flexibility for remote/hybrid work environments, candidates must be residents of MD, DC or VA or relocate prior to the start of employment at NDI.

Candidates must be legally eligible to work in the U.S. NDI does not provide sponsorship.

NDI is an equal opportunity employer (EOE). As such, NDI makes employment decisions and provides equal employment opportunity without regard to an applicant's or employee's race, religion, color, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, veteran status, or any other basis protected by federal, state and local laws. If you need reasonable accommodation in the application or hiring process, please notify NDI's Human Resources department.