Program Assistant - COI (Contractor)

Organization:

U.S. Institute of Peace

Location:

United States (Washington, DC)

Website:

www.usip.org

Contact Information:

Human Resources

Phone:

No Phone Calls

Email:

recruitment@usip.org

Fax:

No Faxes

Apply online:

Click here to apply online for this position >>

Description:

The United States Institute of Peace is seeking a Program Assistant (Contractor to support the Centers of Innovation.The Program Assistant will provide overall support to program management and program officers as they accomplish the mission of the program. The incumbent will develop and update informational material, conduct research, maintain program database, supports budget and contract management activities, and provide comprehensive administrative support. This position reports to the director of the Sudan program.

I. MAJOR DUTIES AND RESPONSIBILITIES

Event Planning:

• Coordinates all logistical arrangements for special events for USIP programs, including researching venues, developing invitations, monitoring RSVP cards, ordering food and supplies, arranging room set-up, coordinating travel arrangements for guests, and serving as the main POC for attendees.
• Develops promotional and informative descriptions of special event for internal USIP staff members and external guests.
• Makes domestic and international travel arrangements and overnight accommodations for staff and project participants by obtaining and coordinating travel schedules, reserving overnight accommodations and transportation modes, obtaining and delivering tickets to the traveler. Responds to phone inquiries and answers questions from travelers. Make changes and adjustments in travel and accommodation as requested.

Budget and Contract Management:

• Generates routine budget reports to help monitor program budget.
• Helps reconcile the budget of various programs 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.

Administrative Support:

• Assists the program officer(s) in setting up administrative procedures for projects by establishing filing systems, logs, mailing lists, etc.
• Maintains program databases, files, and contacts.
• Schedules meetings.
• Compiles operational and board plans.
• Develops, edits, and updates basic reports, fact sheets, and web content material;
• Maintains Time and Attendance records for individual staff members and consultants;
• Responds to questions regarding general administrative procedures and standards.
• Conducts basic research as needed.
• Assures that necessary office supplies are obtained.

Additional Responsibilities:

• Research, write, and proofread reports and manuscripts, in collaboration with Sudan Director
• Help draft quarterly reports for the Board of Directors and Department of State
• Assist Sudan Director in project management
• Contribute to and support USIP’s overall organizational effectiveness (e.g., participate in focus groups, serve as a peer sponsor, lead/actively participate in employee committees, etc.
• Performs Other Duties as Assigned

Qualification:

• Applicants must be U.S. citizens or nationals of countries listed in our Foreign Hiring Policy. To view our Foreign Hiring Policy click here.
• All USIP contract and employee positions are contingent upon the favorable completion of a suitability background investigation.
• A B.A. degree in a related field such as International Relations or Conflict Management.
• Understanding of current situation in Sudan a plus
• Experience managing databases.
• Excellent writing skills.
• Strong computer skills in word processing, database, spreadsheet, HTML, and Internet navigation.
• Familiarity with budgets.
• Strong organizational skills and multitasking abilities.
• Experience with organizing conferences and meetings, including writing up their proceedings, and arranging international travel are highly valued.
• Ability to work independently; and strong interpersonal and communication skills.

CONTRACT TERM

This is a personal services contractor position on a full-time basis (40 hours/week). This position does not include benefits but provide an additional supplement for the purchase of benefits.

Term of contract is from date of execution of contract through September 30, 2011. Extension of term of contract will be dependent upon funding and performance.

To apply for this position, please go to the USIP website at www.usip.org/jobs.