Program Associate

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Washington, DC, District of Columbia, United States
Apply by 9 September 2018
Entry-level , Full-time staff position
Posted on 10 August 2018

Job Description

NCBA CLUSA is currently seeking a qualified candidate for the position of Program Associate to support NCBA CLUSA’s International team, based in Washington, DC. The bilingual Program Associate (PA) works with the Program Management Team and is responsible for providing support for home office administrative, logistic, financial, and programmatic activities required for the successful implementation of NCBA CLUSA projects in the assigned unit.

The main responsibilities of this position include maintaining up-to-date programmatic knowledge of projects and providing day-to-day administrative support such as preparing, reviewing and analyzing project narratives and financial information; drafting and reviewing periodic submission of materials in compliance with established procedures; providing logistical and procurement support, coordinating other home office support activities; serving as contact point between field administrative staff and NCBA CLUSA HQ staff; working with the Program Manager (PM) in responding to requests from field staff or donors, based on specific knowledge and experience with the project and research of precedent and/or regulations and procedures.

The PA will coordinate closely with the Program Manager (PM) to ensure that the field-based Country Directors (CD)/Chief of Party (COP) and HQ-based Regional Director (RD) receive all necessary support for project implementation and that all contractual and financial matters are handled in an efficient and timely manner.

The PM supervises the PA and, in cooperation with the PM, provides day-to-day guidance and coordination for assigned projects.

ESSENTIAL AREAS OF RESPONSIBILITY:

Programmatic (35%)

  • Maintains up-to-date knowledge about financial and programmatic aspects of assigned portfolio; can respond in the absence of the Program Manager on projects and along with his/her supervisor, represents Washington policies, guidance, directions and concerns to the field-based project staff, regularly updates VP Ops, PM, and others.
  • Reviews, analyzes, and copy-edits periodic progress reports, annual work plans, assessments, and evaluations prepared in the field to be approved by the PM;
  • Identifies issues and concerns related to any technical programmatic issues that could jeopardize project implementation and/or achievement of objectives: raises identified issues to the PM, local project lead, and provides assessment and recommendations;
  • demonstrates a fundamental understanding of the relationship between the programmatic materials and the project’s financial information.
  • Participates and occasionally initiates proposal development, including researching possible sources of funding and new programs, participating in design workshops, and coordinating with potential partners
  • Assists PM in producing updated project profiles and other project information; writes drafts or reviews drafts of articles and stories for the Cooperative Business Journal and other publications.
  • Initiates, or as requested, writes periodic reports or summaries covering the technical status of the program.

Financial (20%)

  • Reviews and analyzes monthly financial reports prepared in the field and/or by the Program Accountant and takes steps necessary to ensure that sufficient funds are available for continued program operation
  • Monitors levels of spending, obligation requirements, and prepares requests for funds and obligation increases in compliance with donor and subcontract agreements to be reviewed and approved by the PM or others with signing authority
  • Prepares pipeline production and analysis that contains recommendations for required action for the PM, COP, etc.
  • Prepares and routes invoices, expense reports, and other payments from consultants, subcontractors, vendors, etc. for approval; submits to Project Accountants for processing in a timely manner.
  • Reviews Job Cost Reports and Pipelines on a monthly basis; notes observations of spending analysis; when directed, will review individual transactions to support research of project spending trends and issues.
  • Works with, and makes recommendation to, the PM regarding the management of the entire budgeting process for a portfolio of projects including working with the field staff on project pipelines and recommending work plans for activities implementation, reviewing and processing cash to ensure budget is maximized.

Contracts and Agreements (20%)

  • Ensures compliance with contract provisions and application of USAID, USDA and other USG regulations; initiates, or upon request, drafts periodic program contract amendments including changes in program deliverables, resource allocation, budgetary adjustments, and level of effort; circulates contracts, agreements, and amendments for review and approval by appropriate program and financial staff.
  • Reviews, analyzes, and processes contracts and agreements related to projects of assignment; initiates periodic program contract amendments including changes in program deliverables, resource allocation, budgetary adjustments, and LOE
  • Assists with tracking compliance with program agreements, alerting PM when approvals or further guidance from donor is necessary.

Logistic and Administrative Support (25%)

  • Reviews and/or provides content and recommendations for periodic reports or summaries covering the technical status of project assigned, project profile updates, and articles for the Cooperative Business Journal the NCBA CLUSA web site, and other publications.
  • Initiates the procurement of project equipment and ensures inventory control procedures are in place in conformance with USG and NCBA CLUSA policies and procedures; reviews invoices and expenses; monitors the program to ensure that the field management and administrative systems are effectively supporting field and HQ operations; identifies actual or potential problems.
  • Assists with drafting presentations and background materials for donors and partners.
  • Coordinates logistic support and arrangements for travel, relocation, shipping, storage, procurement and shipping of project equipment, etc.; maintains familiarity with various NCBA CLUSA and USAID regulations and requirements regarding these areas.
  • Monitors the field team’s adherence to contract requirements with respect to allowances, quarterly reports, inventory reports, timesheets, travel requests, and other contract/cooperative agreement management related items; advises the PM of problems in a timely manner; maintains inventory of items purchased by the home office and obtains periodic inventory reports from the field.
  • Participates in regular program/finance reviews to be attended by appropriate program and finance staff.
  • Provides day-to-day support for the project; coordinates regular communications with the field, including e-mail, pouch, DHL, telephone, and all other means; ensures that a record is kept of all communications; administrative responsibilities include typing, filing (electronically and print), and phone/Skype coverage for project assignment.
  • As required and/or requested, travels to the field to lead delegations, provide support to the project, train other field-based admin staff, resolve outstanding issues; travel may exceed 14 days.
  • Accepts other assignments as they apply to the general scope of this position.

SUCCESSFUL CANDIDATES WILL HAVE THE FOLLOWING QUALIFICATIONS:

  • Bachelor’s degree in International Development or related field required;
  • Minimum 1-2 years of experience working in a development project, preferably with experience in Latin America;
  • Strong financial management skills;
  • Demonstrated understanding of international development project design and implementation
  • Demonstrated good oral and written communication skills in both English and Spanish;
  • Excellent time management and organizational skills as well as ability to work on multiple projects simultaneously;
  • Knowledge of Microsoft Office, particularly Excel, applications and the ability to learn new software programs quickly;
  • Experience being a team player and working under pressure to tight deadlines in a highly effective and collegial manner;

We recommend using either of these browsers when applying: Google Chrome or Firefox. Only candidates selected for an interview will be contacted. No phone calls, please.

About the Organization

The National Cooperative Business Association CLUSA International (NCBA CLUSA) is the primary voice for people who use cooperative businesses to build a better world and a more inclusive economy in the United States and an international development organization. NCBA CLUSA provides cross-sector education, technical assistance, and advocacy that helps co-ops thrive. For over 100 years, NCBA CLUSA has sought to advance and protect cooperative enterprises, highlighting the impact that cooperatives have in bettering the lives of individuals and families. In the last 60 years, NCBA CLUSA has worked in over 85 countries in the areas of food security, agricultural development, strengthening of communities and farmer organizations, community-based health, natural resources management, and empowerment of smallholder farmers, women, and youth. We currently work in in Africa, Latin America, and Asia.

NCBA CLUSA is an equal opportunity/affirmative action employer with a commitment to diversity. All individuals, regardless of personal characteristics, are encouraged to apply; all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, protected veteran status, genetic information, age, and legally protected characteristics for non-merit factors.

NCBA CLUSA is committed to providing reasonable accommodations to qualified individuals with disabilities in all facets of employment, including the employment application and selection process. If you have a disability that affects your ability to use our online system to apply for a position at NCBA CLUSA, please send an email to Misti French or call 202.638.6222.

Only candidates selected for an interview will be contacted.

When applying we recommend using either of these browsers when applying: Google Chrome or Firefox.

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