Association of Southeast Asian Nations (ASEAN)

Coordinator (Program Coordination)

Association of Southeast Asian Nations (ASEAN)

Job Description

The National Democratic Institute (NDI) seeks a Coordinator 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 Design" id="link" class="link">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.


CEPPS is a co-equal, legal joint venture established in 1995 between the International Foundation for Electoral Systems (IFES), the International Republican Institute (IRI), and the National Democratic Institute (NDI). CEPPS has a 26-year track record of collaboration and leadership in democracy, human rights and governance support working in more than 60 countries. Currently, CEPPS is the holder of the Democratic Elections and Political Process (DEPP) leader with associates award (LWA) from the US Agency for International Development (USAID) and continues to implement a number of associate awards issued under the previous LWA.

Position Summary

Donor Relations Assistance

Performs the day-to-day administrative tasks, under the direction of the PC Advisor, including, but not limited to:

  • Assists in ensuring effective communication on the day-to-day administration of all associate awards between CEPPS partners and with USAID, as well as internally at NDI.
  • Maintains the deliverable and other trackers to ensure timely submission to CEPPS and USAID.
  • Assists in the tracking and packaging of quarterly reports and other deliverables.
  • Assists in maintaining NDI’s internal information management system, including maintaining and ensuring all award files are up to date on PC’s google drive.
  • Assists with various administrative functions required for award management and compliance of awards issues to CEPPS.
  • Assists in maintaining the PC team internal portal site as it relates to CEPPS.
  • Develops an understanding of the consortium’s procedures and serves as a resource for program staff.
  • Contributes to maintaining good working relationships with consortium partner organizations.
  • Other duties as assigned.


  • Incumbent operates under general direction, works in accordance with established procedures and objectives.
  • Incumbent regularly interacts with staff at all levels within NDI and CEPPS.

Required Qualifications


  • Bachelor’s Degree in Business Administration, Grants Management, Non-profit Management or related Liberal Arts field required, or equivalent experience..


  • Minimum two (2) years of related experience.

Knowledge, Skills and Abilities (KSAs)

  • Basic knowledge of grants management processes and requirements preferred
  • An attention-to-detail, with a propensity to complete work accurately and with a focus on quality.
  • Interpersonal skills and cultural sensitivity to interact effectively and diplomatically with individuals at all levels of the organization, as well as externally both domestically and internationally with NDI partners, funders, and other stakeholders.
  • Oral and written communication skills, including the ability to communicate effectively and project a professional image when giving and taking information in writing, in person, and through various communication media.
  • Initiative and a basic level of proficiency in the ability to multi-task and prioritize; manage time, perform project management, problem-solving, and organizational skills; and flexibility to adapt and respond to shifting priorities.
  • Capacity to work both independently and as a member of a team
  • Ability to practice discretion and maintain the confidentiality of grant and institutional information
  • Advanced proficiency in Microsoft Office and Google Suite tools

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.


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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How to apply

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