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.
SUMMARY
Provides overall support to the program management and program officers as they accomplish the mission of the Institute. Provides day-to-day administrative support for the program. Develops and updates informational material, conducts research, maintains program database, and supports budget and contract management activities.
Job Requirements
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.
- Coordinate domestic and international travel, and overnight accommodations for program staff.
- Orders office supplies for the program.
- Responds to questions regarding general programmatic procedures and standards. 8. 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. 5. Complete administrative travel processes for domestic and international travel. Process travel authorizations, advances, cash request, vouchers and reimbursements.
Event Planning:
- 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.
- 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.
Performs Other Duties as Assigned.
QUALIFICATIONS
- Applicants must be U.S. citizens or nationals of countries listed in a U.S. Collective Defense Arrangement per the Department of State. To see a list of those countries, go to http://www.state.gov/s/l/treaty/collectivedefense/index.htm.
- Bachelor’s degree (Masters preferred) 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 office activities.
- 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.
How to Apply
To be considered for this position, please submit a complete application package consisting of:
- Cover letter
- 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 (Internet Explorer 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.
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