Job: Program Associate, East & Southern Africa

Organization: National Cooperative Business Association
Country: United States of America
Closing date: 15 Jul 2016
The National Cooperative Business Association CLUSA International (NCBA CLUSA) is the trade association for cooperative businesses 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 nearly 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 100 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 20 countries in Africa, Latin America, and Asia.
NCBA CLUSA is currently seeking a Program Associate to support the East and Southern Africa unit in the Washington DC Home Office. The 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 Senior Program Manager (SPM) and 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 SPM and 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 SPM supervises the PA and, in cooperation with the PM, provides day-to-day guidance and coordination for assigned projects.
  • Maintains up-to-date knowledge about financial and programmatic aspects of assigned portfolio; can respond in the absence of the Senior/Program Manager and Program Manager and along with his/her supervisor, represents Washington policies, guidance, directions and concerns to the field-based project staff;
  • Reviews, analyzes and copy-edits periodic progress reports, annual work plans, assessments and evaluations prepared in the field to be approved by the S/PM; demonstrates a fundamental understanding of the relationship between the programmatic materials and the project’s financial information;
  • Assists the S/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;
  • Assists the S/PM with monitoring 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 S/PM;
  • 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;
  • Assists with reviewing the Job Cost Reports and Pipelines on a monthly basis; notes observations of spending analysis to S/PM; when directed, will review individual transactions to support research of project spending trends and issues;
  • Is familiar with contracts and agreements for assigned projects; 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;
  • Assists with tracking compliance with program agreements, alerting S/PM when approvals or further guidance from donor is necessary;
  • In conjunction with the S/PM, 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;
  • 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;
  • Possible travel to the field may be required;
  • Accepts other assignments as they apply to the general scope of this position.
  • 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 East or Southern Africa;
  • Strong financial management skills;
  • Demonstrated understanding of international development project design and implementation;
  • Demonstrated good oral and written communication skills;
  • Excellent time management and organizational skills as well as ability to work on multiple projects simultaneously;
  • Knowledge of Microsoft Office 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;
  • Comprehension of a second language preferred: Portuguese strongly desired;
  • Ability and willingness to travel to project countries on an as needed basis.

How to apply:
To apply, click here. Only candidates selected for an interview will be contacted. No phone calls, please. 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.
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