Country: United States of America
Organization: US Institute of Peace
Closing date: 9 Apr 2022

DESCRIPTION/RESPONSIBILITIES:
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.

JOB BRIEF
The Administrative Assistant (AA) for the Curriculum and Training Design (CTD) Team, and specifically for the Border Security Training Program (BSTP), will provide critical support to all functions of the Team and handle many core responsibilities in administration, operations, and finance. This position will also support budget and contract management, training implementation, and travel logistics using USIP’s standard policies, procedures, and guidelines. The CTD Team creates and implements rigorous and sustainable transformative learning processes that strengthen the capacity of individual and institutional partners to build peaceful, equitable and just societies. This position is based in Washington, DC, and reports to the Program Officer, Curriculum and Training Design.

TARGET SALARY RANGE
Grade 7 – $50,000 – $52,000

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.

RESPONSIBILITIES
Administrative and Program Support:
• Assists in establishing and maintaining administrative policies and procedures to manage the day-to-day operations of the department and the program.
• Supports the day-to-day program activities and serves as the main point of contact for the program’s administrative and operational activities.
• Responds to questions regarding general administrative procedures and standards and serves as the primary team resource for all USIP systems.
• Maintains electronic and written program-related files and documents, including keeping CTD and USIP databases updated.
• Schedules internal meetings and activities and takes meeting minutes as requested for the CTD Team and its programs.
• Edits and updates internal program documents.
• Supports the implementation of an internal CTD communications strategy and publication of CTD’s external website presence.

Procurement, Finance, and Budget Support:
• Assists with the maintenance of financial systems and databases, inputs transactions, submit requests to obligate funds, and processes travel vouchers and reimbursements.
• Helps track and reconcile program budgets by recording and tracking transactions.
• Assists with contract management support activities, including completing the USIP contract template, processing invoices, and monitoring payment of contractor services.
• Coordinates the resolution of any problems with the USIP finance and/or procurement staff.
• Remains up to date with internal USIP finance policies, processes, and procedures and communicates relevant updates to the Team.
• Supports the reconciliation of assigned projects budgets, obligations, and actual spending, on a quarterly basis and as needed.
• Provides contract management support activities, including supporting COTRs in the completion of the scope of work, submitting requisitions and receipts, monitoring payment of invoices, and assisting in monthly contract reports.
• Supports routine budget reports for internal updates and external reporting.

Training Implementation:
• Makes domestic and international travel arrangements and lodging accommodations and provides other support 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 to make travel arrangements.
• Processes travel authorizations, advances, cash requests, vouchers, and reimbursements.
• Coordinates logistical arrangements for program training and events, domestic and international. Tasks may include setting up online events, reserving hotels and conference venues, developing invitations and monitoring RSVPs, arranging catering, ordering supplies, arranging room set-up and conference services (e.g. interpretation), and serving as the main point-of-contact for attendees.

Performs other duties as assigned.

QUALIFICATIONS
• Bachelor’s degree in Business Administration, Accounting and/or Finance preferred, or equivalent combination of education and experience required.
• One (1) or more years related business or administrative experience involving familiarity with accounting and budgeting principles and coordination of major office activities required.
• Strong skills in the Microsoft Office Suite, particularly MS Word, MS Outlook, and MS Excel are required. Excellent computer skills in database usage are preferred.
• Strong time management skills with the ability to prioritize work and meet deadlines.
• Interest and knowledge of international relations, peace and security, and conflict analysis are strongly preferred.
• Experience organizing international programs and events preferred.

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

As with many organizations, USIP follows specific guidelines related to COVID vaccinations. These guidelines align with the latest findings from the Centers for Disease Control (CDC) and the Occupational Safety and Health Administration (OSHA). The overall intent is to ensure the safest possible workplace for USIP employees and contractors. In accordance with the guidelines, all USIP employees and contractors with building access are required to be fully vaccinated regardless of telework or remote status.

Upon acceptance of the position, you are required to submit proof of vaccination along with your signed offer letter to HR. If you require an exemption, either medical or religious, we will provide you with the exemption form for you to complete prior to your start date.

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, 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=9b248f438d2dec13ef7472bc4aea3fa4

Categories: NGO Jobs