Senior Agreement Administrator

About Program Coordination
The National Democratic Institute (NDI) seeks a Senior Agreement Administrator 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 Senior Agreement Administrator provides the day-to-day award management support to assigned program team(s). For USAID-direct and non-USG awards, this position will serve as NDI’s primary point of contact on grants administration and compliance matters for assigned program team(s). In addition, the Senior Agreement Administrator will contribute to maintaining and strengthening NDI’s donor compliance systems.

Essential Accountabilities/Responsibilities

Award Management

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).
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.

Donor Compliance Support

Assists in developing, maintaining and coordinating compliance workflow and tracking systems to streamline processes and ensure donor accountability and institutional efficiency.
Assists in identifying compliance trends to inform institute-wide improvements, including additional resources, training, and processes that may be needed.
Maintains, in coordination with Program Development and other PC staff, award management trackers to support institutional information sharing and planning.

Peripheral Accountabilities/Responsibilities (Non-essential)
Acts as a back-up to other team members as needed.
Participates on cross-teams and institutional initiatives as needed.
Actively seeks and engages in professional development opportunities to enhance knowledge in award management and compliance, and maintain a general working knowledge of relevant donor compliance trends and issues occurring external to NDI.
Performs other duties as required.

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

Bachelor’s Degree in Business Administration, Grants Management, Non-profit Management or related Liberal Arts, or equivalent experience.
Six (6) years of relevant experience. For example, grants and/or program management support experience.
Knowledge, Skills and Abilities (KSAs)
Knowledge of USG and other donor regulations
Knowledge of grants management processes and requirements
Strong attention to detail, with a propensity to complete work accurately and with a focus on quality
Action-oriented with a high level of initiative and an advanced level of proficiency in the ability to multitask and prioritize
Strong analytical and judgment skills for identifying problems, determining options for resolution, and recommending next steps
Strong time management and organizational skills
Proficiency in Microsoft Office to include Word, Excel and PowerPoint; knowledge of/proficiency in Google Suite tools preferred. Basic database skills are desired.
Ability to take initiative and anticipate needs, and willingness to take on new responsibilities
High degree of professionalism and strong work ethic
Ability to prioritize work and multi-task in a fast-paced environment with shifting priorities
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
Effectively interact with all levels of staff, as well as as external contacts, including members of donor organizations
Certifications/Licenses (desired)
Not Required
Work Environment
This position generally is performed in an office environment and may be suitable for partial 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.
While there may be flexibility for remote/hybrid work environments and to comply with tax and legal obligations, successful candidates must be residents of MD, DC, or VA or relocate prior to the start of employment at NDI.

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


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