Subgrants Administrator Citizen Participation & Inclusion

National Democratic Institute
October 8, 2020
Washington, DC
Post Type
Experience (minimum)
2-5 Years
Education (minimum)
Travel Required?
Base Salary
Not specified


Job Function: Washington DC
Department: Citizen Participation
Location: Washington, DC

Subgrants Administrator – Citizen Participation & Inclusion


The National Democratic Institute (NDI) seeks a Subgrants Administrator to join its Citizen Participation and Inclusion team to support programs providing financial and technical assistance to marginalized populations globally. The team maintains subgrant relationships with approximately 50 to 60 organizations annually. The Subgrants Administrator will support Citizen Participation and Inclusion small grants programming and liaise directly with the NDI Subgrants Team to ensure effective and efficient program implementation. The Subgrants Administrator will work alongside other team members, including the Program Director for Small Grants and Director of Citizen Participation and Inclusion. This position will be based in NDI's Washington, DC office with remote work until the office fully reopens post-COVID.

The Subgrants Administrator is responsible for performing the following duties:

Primary Responsibilities

  • Coordinates with the Inclusion Small Grants team, Subgrants Department, and other NDI teams subgrants issuance flow and maintains a pipeline of related institutional tracking tools
  • Develops effective strategies and priorities for managing workload, and provides troubleshooting
  • Analyzes and interprets donor rules and regulations applicable to subgrants
  • In close collaboration with other members of the Inclusion Small Grants team, reviews partner application proposals and budgets for accuracy, allowability of costs, cost reasonableness, and compliance with donor and NDI guidelines
  • Participates in the selection of subgrant recipients during competitive award processes
  • Reviews the accounting procedures and internal controls of each organization and provides useful recommendations for improvements
  • Conducts organizational risk assessments and develops reporting plans for subgrantees; proposes risk mitigation approaches
  • Prepares subaward packages ensuring that any specific donor requirements are incorporated into the agreements, routes to Subgrants management for approvals, and issues the agreements to subrecipients
  • In coordination with appropriate staff on the Inclusion Small Grants team and relevant in-country offices, performs reviews and training for subgrantee partners, as needed, including travel to provide direct support and training where appropriate
  • Manages the drawdown process for the subgrants, ensuring subgrant partner requests are complete, routes to Subgrants management for approvals, and proactively engages General Accounting for wire transfer information
  • Processes amendments to awards, ensuring subgrant partner requests are complete, and routes to and proactively engages Subgrants management for approvals
  • Maintains subgrant folders and correspondence; conducts periodic subgrant close for expired subgrants
  • Manages NDI Google drive folders and trackers for small subgrants in line with Subgrants management's guidance
  • Enters and maintains all relevant information in the Subgrants database
  • Monitors and performs quality control on and files report submissions
  • Initiates required subgrantee donor-specific audits
  • Assists with preparation for NDI annual and other donor-specific audits by donors as they pertain to subgrants


  • Bachelor's Degree in Finance, Accounting, Business Administration, Law or equivalent education
  • Minimum of five (5) years in international grants/subgrants, contracts administration or accounting. Additional years of relevant work experience may be substituted for educational requirement.
  • Previous experience with international nonprofit organization preferred
  • Experience with issuance of Fixed Amount Awards is desired
  • Strong analytical, written and verbal skills required
  • Ability to read and interpret government and organization rules and regulations
  • Excellent interpersonal and problem-solving skills to effectively interact with all levels of staff and subaward recipients
  • Proven organizational skills and ability to multitask under tight deadlines
  • High level of attention to detail in all aspects of work responsibilities
  • Proficiency with database applications, web-based software including Google Drive, PC-based word processing, Excel and accounting-related software
  • Working knowledge of OMB 2 CFR 200, Uniform Administrative Requirements; USAID and Department of State Mandatory Provisions strongly desired
  • Ability and willingness to travel occasionally to international locations, COVID travel restrictions permitting
  • Experience working with marginalized communities is desired
  • Proficiency in foreign languages, particularly French or Spanish, is desired


This is a union position to be represented by the Office and Professional Employees International Union (OPEIU) Local 2.

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 a reasonable accommodation in the application or hiring process, please notify NDI's Human Resources department.

Interested applicants may apply online at /careers .

Apply Here


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