Senior Agreement Administrator

About Us

The National Democratic Institute is a nonprofit, nonpartisan organization working to support and strengthen democratic institutions worldwide through citizen participation, openness, and accountability in government.  Help support democracy worldwide by joining our team! 

About the Role

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. 

The Senior Agreement Administrator provides day-to-day award management support, under the supervision of NDI’s Advisor, on grant-related matters with the National Endowment for Democracy (NED) from which the Institute receives an annual grant that funds approximately 45 projects. In addition, the Sr. Agreement Administrator provides the day-to-day award management support to assigned program team(s).

Your Purpose and Impact:

Donor Relations

• Supports the Advisor in ensuring effective award management, including maintaining internal procedures and systems to ensure effective award management of NED
• In conjunction with the Advisor, supports the NED annual strategic planning process, including tracking and compiling necessary data to inform the process.
• Coordinates the NED proposal process, including tracking the review of proposals, ensuring alignment with NED requirements and compiling of proposals for submission.
• Coordinates the day-to-day award management of the NED grant, including tracking the status of projects, as well as reviewing and submitting prior approval requests and notifications.
• Coordinates the NED reporting process, including tracking the review of reports, ensuring alignment with NED requirements and compiling of reports for submission.
• In conjunction with the Advisor, manages the internal review and approval process for NED program development funds, including tracking the overall program development budget.
• In conjunction with the Advisor, maintains the NED program management budget tracker.
• Develops resources and implements training for staff on NED regulations, procedures and requirements.
• Contributes to maintaining good working relationships with counterparts at the NED and the core institutes.
• Other duties as assigned.

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.
• Acts as a back-up to other team members as needed.
• Participates on cross-teams and institutional initiatives as