Senior Program Assistant

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.

Summary

The Senior Program Assistant (SPA) provides programmatic and administrative support for the North Africa Program within the MENA Center. The SPA takes a leading role in supporting and coordinating the day-to-day operations on program initiatives including (but not limited to): events led by the program, special initiatives as directed by the North Africa (NA) Director, and the contracting portfolio of work procured by the program. The position will also support in maintaining the NA program budget, logistics, and a range of partnership and reporting functions. The SPA position is full-time, based in Washington, DC, and will report to the North Africa Director.

TARGET SALARY

Grade 8 - $61,000-63,000

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.

Major Duties and Responsibilities

Program and Administrative Support:

• Supports the day-to-day operations and administration for projects and initiatives specified.

• Monitors current events closely in North African region and in countries of program interest.

• Maintains timely and accurate communication and coordination between individuals and organizations through regular communication (in-person and electronic) and weekly convening of planning meetings, including setting of agendas, tracking next steps, decisions, and follow-up tasks.

• Serves as liaison between the NA Program and other USIP departments on specific events/initiatives including the Tunisia and Libya field teams, the Conferences and Events office, Public Affairs and Communications (PAC) staff, the Office of Finance (OOF), the Executive Office (EO), Civic Engagement and Scholarship (CES), and thematic centers at USIP.

• Provides research, writing and editorial assistance to other members of the NA team as needed.

• Supports events, USIP sponsored visits from the region, and related initiatives with notetaking and report writing.

• Develops, edits, and updates program informational items for internal USIP staff members and external guests, including program materials (e.g., weekly WRAPs, emails, web content, project pages, special reports, fact sheets, etc.).

• Schedules meetings and other program activities.

• Maintains and regularly updates program documents, files, email lists, and relevant databases.

Contracting, Finance, and Travel Support:

• Provides contract management and execution of support for domestic and field-based contracts, including drafting and submitting contract language, completing contract requisitions, processing invoices, expenses, and receipts, and monitoring payment of contractors for services.

• Supports Resource Management and Contracting Officer Technical Representatives (COTRs) to administer contracts and Interagency Agreements, track progress toward milestones, receive deliverables, monitor contract end dates and effective contract close-out.

• Maintains contract tracking system to answer basic questions about any contract under the centers' management (e.g. contract expiration date, amount of funds remaining, latest payment, etc.).

• Serves as a point of contact for external contractors or vendors on contractual or logistical-related items for programmatic work of the center.

• Assists program staff in communications with Grants, Contracts, and Administration and Finance Teams.

• Generates routine budget and financial reports to help monitor program budgets.

• Provides technical advice on contract-related requirements.

• Completes administrative travel processes for domestic and international travel, processing travel authorizations, advances, vouchers, and reimbursements.

• Ensures quality control and helps the NA Director reconcile the program budgets by inputting transactions correctly, tracking expenditures, and closing out transactions and contracts.

Event Planning:

• Drafts event text, agendas, panelist bios, etc. and develops promotional and informative descriptions of events for internal USIP staff members and external guests.

• Assists with development and maintenance of external contacts/invitees/database for North Africa related events at USIP.

• Coordinates all logistical arrangements for program events, 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, and ensuring event information is communicated in internal communication mechanisms.

• Coordinates domestic and international travel and overnight accommodations for event participants.

• Coordinates events related to North Africa with relevant personnel across the Institute.

• Helps ensure that events are planned and executed according to timelines, standards, policies, and procedures, which may include coordinating logistical arrangements for program events.

• Managing the documentation of events and projects, including recording developments in USIP's QuickBase systems and Sharepoint.

• Serves on USIP-wide events assistance roster.

Performs Other Duties as Assigned.

Qualifications

• Bachelor's degree with two (2) years of experience in international relations, conflict management or a related field is required. Masters' degree is preferred. A major or concentration in North African region studies preferred.

• Two (2) or more years of business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities required.

• Working knowledge of the North African region required.

• Excellent writing and verbal communication skills.

• Knowledge of and ability to use program management processes, especially project planning, budgets and monitoring and evaluation.

• Strong skills in Microsoft Office Suite (Outlook, Word, Excel and PowerPoint) are required. Previous experience with databases and/or data management tools, including financial management software, is preferred and Salesforce is strongly desired.

• Experience with Momentum/Pegasys financial management system strongly desired.

• Strong time management skills with the ability to prioritize work and meet deadlines.

• Experience organizing conferences and meetings and making domestic and international travel arrangements preferred.

• Demonstrated ability to work collaboratively and develop effective working relationships and strong interpersonal skills, including cross-cultural communication.

• Working proficiency in either Arabic and/or French preferred.

CLOSING DATE OF THIS ANNOUNCEMENT IS 06/26/24.

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.