Advisor - Program Coordination

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

Manages NDI’s global awards from the Department of State, which includes/requires coordination with several U.S.-based and international organizations, and acts as a primary liaison on all direct awards from the DOS. The Advisor will also provide day-to-day award management support to assigned program team(s).

Donor Relations

• Manages NDI’s DOS portfolio, including global mechanisms, and ensures effective and compliant award management.
• Represents NDI to the Department of State on award management matters.
• Oversees the staff assigned to the DOS portfolio.
• Manages the global mechanism strategic planning processes, which determines the allocation of funding under the global award.
• Manages NDI’s global award management budgets, as well as analyzes program portfolio budgets as needed, during the course of the year, to inform budget and program forward planning.
• Oversees the proposal design and development process, including the processes for the compilation and submission of Department of State proposals.
• Ensures compliance with grant terms and regulations, including timely submission of deliverables.
• Manages the DOS information management system, including knowledge management, communications and learning.
• Coordinates with NDI’s G-DMEL team on global mechanism learning systems and deliverables. .
• Maintains good working relationships with counterparts at the DOS.

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) 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 award management issues in coordination with relevant PC team members.

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:

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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