Who We Are
The United States Institute of Peace is a national, nonpartisan, independent institute, founded by Congress and dedicated to the proposition that a world without violent conflict is possible, practical, and essential for U.S. and global security. In conflict zones abroad, the Institute works with local partners to prevent, mitigate, and resolve violent conflict. To reduce future crises and the need for costly interventions, USIP works with governments and civil societies to help their countries solve their own problems peacefully. The Institute provides expertise, training, analysis, and support to those who are working to build a more peaceful, inclusive world.
To learn more about USIP programs and job openings go to https://www.usip.org/about/careers.
JOB BRIEF
The Administrative Assistant arranges and manages all aspects of travel for the USIP Asia Center, supports and manages the schedule of the Asia Center Vice President, and provides day to day administrative, human resource, procurement, and finance support to the Asia Center team. This position reports to the Senior Program Manager for the Asia Center.
TARGET SALARY RANGE
Grade 07 - $48,000 - $50,000
The Institute uses the General Schedule salary tables for administering compensation. Offers of employment are determined based upon candidate qualifications, related experience, internal equity and amount budgeted for the position.
RESPONSIBILITIES
Travel:
- Makes domestic and international travel arrangements and overnight accommodations for staff and invitational travelers.
- Obtains and coordinates travel schedules and requests by communicating directly with travelers and facilitating a clear process.
- Builds relationships and works closely with USIP’s travel agency and visa services to make travel arrangements and visa runs.
- Manages and submits overseas security trip plans for staff and contractors travelling overseas.
- Processes travel visas, authorizations, advances, vouchers, reimbursements, and other travel-related expenses.
- Processes danger pay for USIP’s Asia Center staff.
- Maintains and develops procedures and processes to streamline Asia Center travel systems.
Human Resources, Finance, and Procurement:
- Processes invoices and coordinates with finance on payment and reimbursement inquiries.
- Assists Asia Center Senior Program Manager with personal service contracts as needed.
- Submit requisitions and receipts through USIP’s financial management system.
Administrative Support:
- Schedules Asia internal meetings and activities.
- Manages the schedule of the Asia Center Vice President, and provides other support as needed
- Manages the Asia Center calendar.
- Manages organization of and document retention in Asia Center SharePoint.
- Orders office supplies.
- Supports Asia Center public and private events as needed and assists in the planning and organization of the Asia Center retreat.
- Responds to questions regarding general administrative procedures and standards.
Performs other duties as assigned.
QUALIFICATIONS
- Bachelor's degree or equivalent combination of education and experience required.
- Two (2) or more years related administrative, procurement, travel, or financial experience.
- Experience arranging travel and processing travel reimbursements highly desirable.
- Strong organizational and time management skills with the ability to prioritize work and meet deadlines.
- Strong written and verbal communication skills.
- Computer skills including database usage, the Microsoft Office Suite, particularly MS Word, MS Outlook, and MS Excel, is a must.
- Highly motivated individual who is a self-starter with strong attention to detail.
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:
- Completed employment application including titles, dates of hire and salary requirements.
- Cover letter
- Resume
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.
How to apply:
To apply for this position, please use the following URL:
https://ars2.equest.com/?response_id=62cf91f2938ca10e77e7d48abe42efe3