United States of America: Program Assistant

THE ORGANIZATION
The United States Institute of Peace (USIP) prevents, mitigates and resolves violent conflicts around the world by engaging directly in conflict zones and providing analysis, education and resources to those working for peace.
USIP VALUES
These are the values we expect each USIP employee to live up to in their work and in their interactions with their colleagues.

• Commitment
• Respect
• Teamwork
• Accountability
• Openness

SUMMARY

The Program Assistant provides overall support to the program management and staff as they accomplish the mission of the Institute. This position reports to the Vice President for External Relations and provides day-to-day program and administrative support for the Vice President and his/her External Relations teams.

MAJOR DUTIES AND RESPONSIBILITIES

Program and Administrative Support:

• Provides administrative support to the Vice President for External Relations
• Acts as a liaison between the External Relations and the Executive Office leadership, as well as between the External Relations and programmatic teams.
• Supports special projects for External Relations and USIP, such as high profile events, anniversaries or memorials, and Institute-wide efforts.
• Conducts program-related research and writing as needed.
• Coordinates the implementation of the day-to-day operations of External Relations, including providing reports and briefings, and overseeing the smooth operation of meetings and events.
• Develops, edits, and updates program informational items for internal USIP staff members and external guests (e.g., web content, project pages, special reports, fact sheets, etc.).
• Maintains program databases, files, contacts, and departmental calendars. Runs reports.
• Assists the program staff in setting up administrative procedures for projects by establishing filing systems, logs, mailing lists, etc.
• Orders office supplies for the program.

Procurement, Finance, Budget and Travel Support:

• Maintains contract management, contract execution; including requisitions, invoice and expense processing, and payment monitoring.
• Helps reconcile the budget of program by inputting transactions correctly, obligating funds, processing travel vouchers and reimbursements, and tracking the budget using financial software.

Event Planning:

• Coordinates all logistical arrangements for program events, including reserving rooms, developing invitations, monitoring RSVPs, ordering food and supplies, arranging room set-up, and serving as the main point-of-contact for attendees.
• Develops promotional and informative descriptions of events for internal USIP staff members and external guests.

Performs Other Duties as Assigned.

QUALIFICATIONS

• Bachelor's degree (Masters preferred) in international relations or related field.
• One (1) or more years related office experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities.
• Excellent writing skills.
• Familiarity with budgets.
• Superb interpersonal skills.
• Strong skills in the Microsoft Office Suite, particularly MS Word, MS Outlook, and MS Excel is required. Strong computer skills in database usage is preferred.
• Strong time management skills with the ability to prioritize work and meet deadlines.
• Experience organizing conferences and meetings, making domestic and international travel arrangements preferred.

All USIP contract and employee positions are contingent upon the favorable completion of a suitability background investigation.

Compensation is commensurate with qualifications and experience.

HOW TO APPLY:
To be considered for this position, please submit a complete application package consisting of:

1. Completed employment application including titles, dates of hire and salary history.
2. Cover letter
3. Resume
   If a link does not appear on your screen to "Complete your Application", please go to www.usip.org/work-us to submit your cover letter and resume.
   If you are having problems submitting your online application, please try another browser (Chrome and Firefox work best). If the “Email your Resume” button does not respond, right click on the button and select 'copy shortcut' or 'copy email address' and send your resume to the copied email address using your personal email account.

For questions about this position, please email recruitment@usip.org. Do not send resumes or attachments to this email address.

Only those applicants that are selected for further discussions will be contacted.

No Phone Calls. Interviews will be scheduled by appointment only.

USIP is an equal opportunity employer. It is the policy and practice of USIP to offer equal employment opportunities to all qualified applicants and employees without regard to race, color, age, religion, national origin, sex, marital status, disability, veteran status, sexual orientation, genetic information, HIV/AIDS status, political affiliations or belief, pregnancy, or any other characteristic protected by law.

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PI94834495

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