Agreement Manager-Program Coordination

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 an Agreement Manager 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.

Leads the day-to-day award management of NDI’s global awards from the Department of State (DoS), which requires coordination with several U.S.-based and international organizations, as well as internally across NDI’s technical and institutional support teams. Acts as a primary liaison on all direct awards from the DoS. Provides day-to-day award management support to program teams, under the supervision of the Advisor and Deputy Director for Program Coordination on agreement-related matters. In addition, the Agreement Manager provides 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 award management matters for assigned program team(s).

Your Purpose and Impact:

Donor and Partner Relations

• Serves as the point of contact with DoS, partner organizations and NDI staff members, facilitating and coordinating day-to-day award management projects funded by the DoS.
• In conjunction with the Advisor, maintains internal procedures and systems to ensure cost-effective administration of DoS-funded global awards.
• Reviews and follows up on the status of concept notes, proposals, amendments, prior approval requests, and reports.
• Coordinates Institutional responses to donor questions.
• Develops tools, templates and other resources as needed to support award management of DoS-funded awards.
• Under NDI’s DoS-funded global awards, coordinates proposal reviews internally, as well as among partners, and ensures timely response for submission to the
• In conjunction with the Advisor and Deputy Director, ensures compliance with NDI and DoS’s award management standards and
• Maintains internal and external electronic files for NDI’s DoS-funded direct awards.
• Manages award management and budget tracking systems for DoS-funded global awards and uses Excel or other applications to produce data on award trends and project status updates.
• Backstops the Advisor, as necessary.
• Maintains good working relationships with partner organizations.
• Represents NDI at external meetings.
• Provides support to Program Coordination team members to troubleshoot DoS related questions and concerns.

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.

Minimum Qualifications:

• Bachelor’s Degree in Business Administration, Non-profit Management or related Liberal Arts, or equivalent experience.
• Seven (7) years of relevant experience. For example, grants and/or program management support experience.
• Represents NDI in discussions with USAID and non-US government donors on award management issues in coordination with relevant PC team members.
• Knowledge of USG and other donor regulations
• Knowledge of award management processes and requirements
• Understanding of global Democracy, Rights and Governance (DRG) issues.
• 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.
• 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 award and institutional information.
• Effectively interact with all levels of staff, as well as external contacts, including members of donor organizations.
• Knowledge of business development practices.

Certifications/Licenses (desired, not required)

• Certificate in project management
• USG Rules and Regulations training

What We Offer:

We offer an environment committed to promoting diversity, equity, inclusion and belonging as a core part of our culture. We strive to foster empowerment and belonging as these values are central to our mission and to our impact. We believe that diversity in thought helps us solve the complex problems we face around the globe.

We offer a comprehensive benefits package which includes health, dental, vision, a generous PTO policy, flexible schedules, and a 10% employer contribution to the retirement pension.

This position offers an anticipated hourly/salary range of approximately $88,200 – $110,200.

While there may be flexibility for remote/hybrid work environment 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 (EEO). 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. As an equal opportunity employer, NDI encourages individuals with disabilities, including disabled veterans or veterans with service-connected disabilities, to apply.

If you need reasonable accommodation in the application or hiring process, please notify NDI’s Human Resources department at [email protected]. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions in accordance with the Americans with Disabilities Act.