Program Assistant

United States Institute of Peace
  • Location
    Washington, D.C.
  • Sector
    Non Profit
  • Experience
    Early Career
  • Posted
    Dec 22

Position description

Peace is our commitment.  The United States Institute of Peace represents the American people’s shared values and commitment to peace around the world.  We know that Peace is Security – it advances both U.S. and international security by preventing, managing and mitigating violent conflict

We were chartered in 1984 as an independent, non-partisan institution and are actively engaged with peacebuilding efforts around the world.  Together we tackle the toughest problems and hold fast to the possibility of a more peaceful world.

SUMMARY

Serves as the Program Assistant supporting administrative and operational functions of both the Grants and Fellows programs.

MAJOR DUTIES & RESPONSIBILITIES

Program and Administrative Support:

Grants:

  • Provides overall support to the Grant program and the ACT-based Grant Officer for USIP’s grantmaking.
  • Supports program activities including: processing and monitoring activities related to ACT Grants; assisting other Centers with their grantmaking; assisting in the soliciting, reviewing and processing interim and final narrative and financial reports from grantees, supporting the proposal development and review and approval processes; and system administration for the grants management system (Fluxx), internal and external webpages, and contact management (SalesForce).

Fellows:

  • Manages administrative and operational tasks for the Fellows Program, including organizational assistance with fellowship competitions, coordination and award of a peace dissertation prize (Peace Scholars); onboarding and offboarding procedures for fellows, including liaising with HR.

General:

  • 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.
  • Complete special assignments as needed.

Procurement, Finance, Budget and Travel Support:

  • Maintain contract management, contract execution; including requisitions, invoice and expense processing, and payment monitoring.
  • Generates routine budget and financial reports to help monitor program budget.
  • Helps reconcile the 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.
  • Serves as program’s point of contact for all logistical, accommodation and travel arrangements for international meetings. Completes administrative travel processes for domestic and international travel. Processes travel authorizations, advances, cash request, vouchers and reimbursements.

Event Planning:

  • Coordinates all logistical arrangements for program events, domestic and abroad. Tasks may include reserving rooms or conference venues, developing invitations, monitoring RSVPs, ordering food and supplies, arranging room set-up and conference services (e.g. interpretation), 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.
  • Coordinates domestic and international travel and overnight accommodations for event participants.

 D.    Performs other duties as assigned.

Qualifications

  • Bachelor’s degree in international relations, security studies, 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 office activities.
  • Knowledge of international security, countering violent extremism, counter terrorism, foreign fighters and conflict analysis­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­.
  • Excellent writing skills.
  • 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.
  • 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.

Application instructions

Please be sure to indicate that you saw this position on Globaljobs.org

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