Senior Program Assistant, Center for Russia and Europe – SENIO002037-00001

US Institute of Peace

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 Senior Program Assistant (SPA) provides overall support to the Center for Russia and Europe to help accomplish the mission of the Institute. The SPA provides day-to-day programmatic and administrative support, including assistance with general coordination of program activities, developing and updating informational material, maintaining program databases and supporting budget and contract management activities, and meeting and event planning. The SPA position is based in Washington, DC, and will report to the Senior Program Officer.

TARGET SALARY RANGE

Grade 8 – $56,000 – $57,000

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

Program Support:

* Develops, edits, and updates program informational items for internal USIP staff members and external audiences (e.g., web content, weekly updates, project pages, event announcements, Senior Study Group and Working Group reports, etc.).

* Provides research support for the Center for Russia and Europe team members and related projects, including fact-checking and editing writing materials.

* Maintains, updates, and supports the development of program databases/trackers, files, and contact lists.

* Supports the team with quarterly progress reporting on program activities and outcomes to interagency partners, including tracking project activities and developing tools for monitoring and evaluation.

* Assists in the coordination of working groups, dialogues, and conferences, including preparing background materials and note-taking.

* Assists timely and accurate communication and coordination between USIP project staff and project partners in support of project implementation.

* Leads in planning meetings, supporting the setting of agendas, tracking next steps, decisions, and follow-up tasks.

* Collaborates in ensuring the Monitoring, Evaluation, and Learning (MEL) tools are developed in concert with partner leadership and direction and MEL best practices.

* Assists with data analysis by reviewing preliminary results of monitoring and evaluation information collected from programs. Assists as a liaison with the Learning, Evaluation and Research team.

Budget and Contract Management 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 Contracting Officer Technical Representatives (COTRs) to administer contracts and Interagency Agreements, track progress toward milestones, receive deliverables and monitor contract end dates.

* Ensures quality control by inputting transactions correctly.

* 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.

Events:

* Organize, coordinate, and execute USIP events, including drafting talking points and moderator questions, identifying speakers/panelists, developing substantive materials in support of events, and coordinating agendas/invitations.

* Coordinates logistical arrangements for program events such as off-the record roundtables, dialogues, working groups, and private meetings, including reserving rooms, drafting and formatting event text, sending out invitations and monitoring RSVPs, ordering food and supplies, arranging room set-up, and serving as the main point-of-contact for attendees.

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

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

* Makes domestic and international travel arrangements for staff and contractors including creating Travel Authorizations and processing Travel Vouchers in a timely manner.

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

Performs other duties as assigned.

QUALIFICATIONS

* Bachelor’s degree in international relations, political science, history, public policy, or related field required. Master’s degree preferred.

* Two years (2) or more years of relevant work experience, preferably related to project support, budgets, and administrative tasks is 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, particularly MS Word, MS Outlook, and MS Excel. Previous experience with data and financial management software. Strong computer skills in database usage are preferred.

* 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.

* Russian language proficiency skills highly preferred.

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

For questions about this position please email [email protected] 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=b9674ec52eb6fe6984b2f8b125272023