Program Associate, Latin America

Who We Are

The National Center for State Courts (NCSC) is an independent, non-profit court improvement organization.  NCSC's services include research, information services, education, consulting, association management and technical assistance. NCSC is focused on helping courts plan, make decisions, and implement improvements that save time and money, while ensuring judicial administration that supports fair and impartial decision-making. To learn more about NCSC, visit NCSC.org.

NCSC is looking for an experienced Program Associate to join our International Programs Group (IPG). The Program Associate performs essential administrative duties related to IPG’s rule of law project, business development, or other departmental work. The Program Associate will assist with program implementation, monitoring, and reporting; support accounts payable and monthly financial reporting of project activities; administer timesheets and payroll functions; assist with travel arrangements and travel reimbursement processing; and maintain program records.  In addition, the role will support the development of technical and cost proposals and price analysis for new programs and other duties as assigned. This is a cross-functional position that provides support to program teams across the project lifecycle (development, implementation, closeout).

Program Associates are based in Arlington, VA and eligible for a hybrid work schedule.

Trusted Leadership. Proven Solutions. Better Courts.

Duties and Responsibilities

·        Demonstrates conduct that upholds the basic Core Values of NCSC.

·        Assists with program administration and staffing, in compliance with donor regulations and NCSC policies and procedures: 

• Provides day-to-day logistical and administrative support to NCSC field-based teams and programs;
• Maintain program records and documents, including project files, donor approvals, consultant and vendor contracts, procurement materials, M&E data, etc.
• Assist in the recruitment and mobilization of field office staff and long-term and short-term experts and consultants, including organizing, saving, and reviewing applications, scheduling interviews, conducting reference checks, and extending employment offers;
• Drafts TOP paperwork, consultant contracts, and field office staff contracts; 
• Coordinates logistics for the fielding of short-term and long-term expatriates and interface with accounting to ensure accurate expatriate benefit payments;
• Coordinates logistics for fielding of short-term and long-term expatriates and makes travel arrangements, including airline and hotel reservations;
• Drafts travel approval requests and country clearances, as required; 
• Collects and maintains supporting documentation for airfare, hotel, and other travel expenses; 
• Prepares and/or reviews consultant invoices and travel vouchers for accurate billing and payment; 
• Reviews and, where needed, edits field office and consultant reports and deliverables.

·        Assists with program financial compliance and reporting for NCSC field-based teams and programs:

• Conducts first-level reviews of field office expense reports, including verifying account balances, transaction coding, and completeness of supporting documentation for transactions; 
• Reviews wire transfer requests from field offices for accuracy and prepares voucher for submission to Accounting;
• Prepares payables vouchers for reconciliation and payment of field office credit cards and vendor invoices; 
• Prepares payable vouchers for the processing of timesheets/invoices and expense reimbursements for expatriate staff and short-term consultants;
• Conducts first-level reviews sub-awardee and grantee financial reports and prepares payables vouchers for reconciliation of advances and/or payment; 

o   Assists in response to invoice-related questions and correction of errors in financial records at field office or Accounting level; 

o   Tracks project expenses and spending levels; 

o   Maintains project financial files; 

o   Communicates occasionally, under supervision, with headquarters accounting office and field office financial staff.  

·        Provides programmatic support for on-going projects within the team’s portfolio:

o   Assists in the development and monitoring of work plans, deliverables, sub-grants programs, training, and technical activities; 

o   Assists in drafting, editing, and compiling quarterly, annual, and other program reports and program deliverables; 

o   Assist with data entry in deliverable trackers and monitoring frameworks; 

o   Assists with tracking of indicator data for program M&E;

o   Drafts success stories and news updates for internal and/or external use; 

o   Conducts research and prepares country profiles and issue-based briefing memoranda;

o   Assists in organizing events and workshops, including briefing presenters, inviting participants, preparing materials, and preparing minutes.

·        Supports program development and NCSC-portfolio building:

o   Provides administrative and programmatic support to the proposal development process, including the creation and administration of proposal development checklists;

o   Provides limited drafting of proposal sections under supervision;

o   Assists with the development of budgets and budget narratives, including country cost research and first draft of budget and budget narrative;

o   Prepares timelines and other standard proposal annexes; 

o   Prepares appropriate transmittal letters and certifications; 

o   Proofreads and formats the final proposal documents.

Qualifications

·        A bachelor’s degree in international studies, government, law or a related discipline or a combination of education and experience that demonstrates the ability to perform the duties of the position is required.  

·        Minimum experience of 2 years (bachelor’s degree) of 6 months (master’s degree or J.D) and progressively increasing responsibility working in, monitoring, and/or supporting donor-funded international development and rule of law programs in the assigned region is required. 

·        Demonstrated professional proficiency in Spanish and English

·        Prior experience with programs funded by the State Department or their implementing partners preferred.

·        Knowledge of office management principles and practices required

·        Knowledge of USAID and/or U.S. State Department rules and regulations preferred.

Additional Skills & Abilities:

·        Demonstrated proficiency using Microsoft Word, Excel, and Access. 

·        Demonstrated ability to perform job description tasks independently. 

·        Demonstrated ability to identify issues and opportunities and propose workable solutions proactively.

·        Demonstrated professional proficiency in one or more relevant foreign languages in assigned region.

·        Ability to travel internationally.

·        Strong oral and written communication skills.

Additional Information

NCSC is proud to provides a comprehensive benefits package for our regular full-time and regular part-time employees consisting of:

Insurance 

·        Medical Insurance: PPO, HDHP options (HMO option for VA residents) 

·        Dental Insurance 

·        Vision Insurance

·        Employer Paid Life Insurance for Employee + Family

·        Employer Paid Accidental Death Insurance

·        Employer Paid Short-Term & Long-Term Disability 

·        125 Plan 

·        Employee Assistance Program

Retirement

·        Retirement: Money Purchase Plan Pension account (9% of salary)  

·        Retirement Option: 403B 

Paid Time Off 

·        All Purpose Leave (APL)

·        Paid Holidays (10)

Other Benefits

·        Annual Performance Review 

·        Education Assistance 

·        Paid Training and Development 

·        Qualifying Employer for the Public Service Loan Forgiveness under 501(c)(3) 

The annual starting salary for this role is between $58,240 - $65,000, factors which affect starting pay within the range include education, experience, and other qualifications as it relates to the position. 

Join our Team!

This position closes on July 31, 2024. Please submit your resume and cover letter in addition to your completed NCSC application. For reference, include professional references only with at least one previous or current supervisor. 

NCSC is an equal opportunity/disability/veteran employer.

Committed to Diversity, Equity & Inclusion