DESCRIPTION/RESPONSIBILITIES:
***PLEASE NOTE***
This position is an advertisement to identify interested qualified Program Assistant talent to accommodate near future business needs.
Who We Are
Peace is our commitment. The United States Institute of Peace represents the American people’s shared values and commitment to peace worldwide. We know that Peace is Security – it advances both U.S. and international security by preventing, managing, and mitigating violent conflict.
We are an independent, non-partisan institution and are actively engaged with peacebuilding efforts worldwide. Together we tackle the most challenging problems and hold fast to the possibility of a more peaceful world. To learn more about USIP programs and job openings, go to https://www.usip.org/about/careers.
If you have a passion for making the world a better place and want to have a front-row seat on the world stage, USIP is the place for you.
TARGET SALARY RANGE
Grade 7 - $22.00 - $25,00 hourly
The Institute uses the General Schedule salary tables for administering compensation. Offers are determined based upon candidate qualifications, related experience, internal equity, and the amount budgeted for the position.
JOB BRIEF
The Program Assistant (PA) will support the Political Transitions Project. The PA provides programmatic, operational, resource and administrative support including program coordination and scheduling, basic research and writing, and other duties as they arise. The Program Assistant will report to the Program Manager, Political Transitions, and works closely with other Africa Center staff, including the Director, African Program, Sr. Resource Management Officer and Vice President. This position is based in Washington, DC.
RESPONSIBILITIES
Administrative and Program Support
* Provides programmatic support to the Political Transitions Project in strategic planning, design, project implementation, reporting, and monitoring and evaluating. This includes:
+ Supporting drafting internal and public documents.
+ Supporting drafting quarterly reports.
+ Supporting project tracking and reviewing project deliverables.
+ Managing the documentation of events and projects, including recording developments in USIP’s QuickBase and systems and SharePoint.
+ Preparing summary event and project demonstration for USIP’s executive office and other departments as needed.
* Attend internal and external meetings with partners. This includes:
+ Taking notes and distributing them to the team, as needed.
+ Serving as a connector and representative when other team members are unable to be physically present for the meeting, setting up the systems to allow for remote participation.
+ Build relationships and liaise with other departments at USIP as needed to accomplish the above tasks.
+ Develops and maintains program-related files, documents and database records.
+ Assists in establishing and maintaining policies and procedures to manage the day-to-day operations of the Africa Center.
+ Develops and maintains relationships with vendors and partners.
+ Coordinate the publications peer review process in line with publications guidelines and deadlines.
+ Provide program design, implementation, and reporting support to programs.
Budget and Contract Management Support
* Supports Contracting Officer Technical Representatives (COTRs) to administer contracts, track progress toward milestones, receive deliverables and monitor contract end dates.
* Executes the contracting process by supporting the drafting contracts, preparing required contracting information, submitting requisitions, scheduling contract launch meetings, processing invoices, and monitoring payment processes, and ensuring contract close-out.
* Liaises with the Africa Center’s Resource Manager and USIP Finance and Procurement teams to track budgets, resolve issues, and review budget and financial reports to help monitor program budgets.
* Ensures quality control by inputting transactions correctly and tracking the budget using financial management software.
* Coordinates the resolution of any problems or delays with the USIP Finance and Procurement staff.
* Coordinates with the USIP Finance team to obligate and expend funds, track budgets, resolve issues, and generate budget and financial reports to help monitor program budgets.
* Generate routine budget reports to help monitor program budgets.
Meetings, Events and Logistics Planning
* Makes domestic and international travel arrangements for staff and contractors including creating Travel Authorizations and processing Travel Vouchers in a timely manner.
* Provide substantive and administrative support for small and large invite-only meetings and public events, including study groups, workshops, and other programmatic activities:
+ Regularly updating email lists and consulting internally as needed on invitees.
+ Drafting invitation text and taking RSVP’s for events.
+ Using USIP’s event systems to reserve rooms.
+ Operating the virtual portion of the event, including reserving Zoom, Microsoft Teams or teleconferences lines in advance and operating platforms during the meetings to allow for remote participation.
+ Liaising with reception and security to grant building access to guests and greeting and escorting guests.
+ Develops promotional and informative descriptions of events for USIP’s internal staff members and external guests.
+ Arranging for food and refreshments as needed.
Cross-Center Support Functions
* Assists and coordinates in support of cross-Center functions (e.g., program design, research assistant/analyst support, recruitment, contracting) to be determined in consultation with the Center’s senior leadership.
Performs other duties as assigned.
QUALIFICATIONS
* A Bachelor’s degree in public administration, management or business-related field and preferred in conflict, international economics or development, political science or a related field is required, or equivalent combination of education and experience.
* One (1) or more years related administrative experience, familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities.
* French language skills strongly desired.
* Strong skills in the Microsoft Office Suite, particularly SharePoint, Teams, MS Word, MS Outlook, and MS Excel, is a must.
* Experience with project reporting, administrative, and financial requirements for State Department-funded agreements.
* Experience with Momentum/ Pegasys financial management system strongly desired.
* Experience with QuickBase strongly desired.
* Strong time management skills with the ability to prioritize work and meet deadlines.
* Strong interpersonal skills necessary, including working with diverse teams, including across cultures.
* Candidate must demonstrate an ability to communicate effectively both in-person and electronically and be able to adapt communication approaches accordingly.
* Knowledge of conflict prevention, management and resolution.
* Knowledge of West Africa and the Sahel strongly desired.
* Knowledge of program management processes, especially project planning, budgets, and monitoring and evaluation.
* Expertise in database management and knowledge management highly desirable.
* Excellent writing skills, including experience with drafting program reports and supporting proposal writing processes.
* Experience organizing public events, roundtables, conferences and meetings preferred.
* Experience making domestic and international travel arrangements preferred.
This announcement will close on August 30, 2024.
All applicants must be US citizens to be considered for positions with USIP.
All USIP contract and employee positions are contingent upon the favorable completion of a suitability background investigation.
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 requirements.
2. Cover letter
3. Resume
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, gender identity, 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=0a14aebb9c12a70da5e53bf7615b0b11