Senior Agreement Administrator

DEPARTMENT:  Program Coordination (PC)                                                                                    SUPERVISOR: Karen Levy-Brown, Sr. Advisor

Job Description
The National Democratic Institute (NDI) seeks a 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 rules and regulations, and NDI policies and procedures; and maintains agreement documents and donor information accessible to staff in central files. 

ESSENTIAL DUTIES AND RESPONSIBILITIES
Grants Administration

Provides the day-to-day grants administration support to program team(s), under the supervision of the Senior Advisor, on agreement-related matters: 

• Provides guidance to assigned program team(s) on daily project troubleshooting, including waiver, reprogramming, extension and prior approval requests, and on donor regulations and award requirements 
• Reviews and edits proposals, reports and requests for assigned program team(s) and ensures their timely submittal to the appropriate donor
• In conjunction with other administrative teams, monitors budget, logistical and legal developments that affect projects and that require prior approval, donor notification or award modification 
• Coordinates and interacts regularly with PC team members with other donor responsibilities on assigned team’s agreement administration-related issues

Under the supervision of the Senior Advisor, 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

Donor Compliance Support

Provides the day-to-day donor compliance support on USG rules and regulations, under the supervision of the Senior Advisor: 

• Assist in developing and maintaining general donor compliance workflow processes and tracking systems, including routing of agreement documents (proposals, agreements and modifications), tracking reporting and other deliverables and uploading documents to centralized donor databases, as needed
• Working with members of the PC team, maintains and updates award compliance reference summaries.  
• Assist in the development of U.S government donor compliance resources, such as branding and marking and prior approvals. 
• Maintain institutional proposal tracking for NDI Board of Directors reporting and data sharing within the Institute.
• Other duties as assigned

EDUCATION AND/OR EXPERIENCE

• Bachelor’s Degree in Business Administration, Grants Management, Non-profit Management or related Liberal Arts subject required
• Six (6) years of related experience preferred
• Knowledge of USG regulations preferred
• Additional years of work experience may be substituted for educational requirement
• Knowledge of grants management processes and requirements preferred

REQUIRED SKILLS AND ABILITIES

• Strong attention to detail
• Advanced proficiency in Microsoft and Google products 
• 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 both independently and as a member of a team
• Excellent oral and written communication skills 
• Good sense of humor
• Ability to practice discretion and maintain the confidentiality of grant and institutional information  
• Interpersonal skills and cultural sensitivity to effectively interact with all levels of staff and external contacts