Country: United States of America
Closing date: 19 Nov 2016
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 support to GPI, under the direct supervision of the AVP of GPI.
MAJOR DUTIES AND RESPONSIBILITIES
Program and Administrative Support:
- 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.).
- Conducts program-related research and writing as needed.
- Maintains program databases, files, and contacts. Runs reports.
- Assists the program staff in setting up administrative procedures for projects by establishing filing systems, logs, mailing lists, etc.
- Schedules meetings and activities.
- Orders office supplies for the program.
- Responds to questions regarding general programmatic procedures and standards.
- Completes special assignments as needed.
Event Planning and Management:
- Coordinates and manages all logistical arrangements for program events at HQ and overseas, 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.
- Serves as primary liaison with event vendors, including management of interpretation and translation contractors.
- Develops promotional and informative descriptions of events for internal USIP staff members and external guests.
- Completes administrative travel processes for domestic and international travel. Process travel authorizations, advances, cash request, vouchers and reimbursements. Includes coordinating and managing domestic and international travel and overnight accommodations for event participants, staff, and consultants.
Procurement, Finance, and Budget:
- Maintain contract management, contract execution; including requisitions, invoice and expense processing, and payment monitoring.
- Generates routine budget of program by inputting transactions correctly, obligating funds, processing travel vouchers and reimbursements, and tracking the budget using financial software.
- Provides contract management support activities, including drafting the initial contract proposal language, completing the USIP contract template, processing invoices, and monitoring payment of contractor services.
- Ensure all GPI funded obligations are assigned through request to the appropriate POC, if needed, and assign all GPI administrative obligations.
Knowledge Management and Reporting:
- Responsible for maintaining project database with after action reporting, quarterly and final reporting, tracking of programmatic decision-making, correspondence with U.S. Government partners, and ensuring the capture of institutional knowledge and lessons learned within the database.
- Captures detailed notes and supports drafting of event proceedings and reports for both internal and external audiences.
- Manages the contact database for assigned projects, updating regularly and through coordination with other thematic teams and USIP departments.
- Supervises Research Assistants as assigned.
Performs other duties as assigned.
QUALIFICATIONS
- Bachelor's degree in international relations or related field.
- One (1) or more years related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major event activities.
- Expertise in event planning and management highly desirable. Experience organizing conferences and meetings, making domestic and international travel arrangements preferred.
- Excellent writing skills, including experience with drafting program reports.
- Familiarity with budgets. 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.
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.
PI95689430
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