Administrative Assistant – ADMIN002400-00001

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 Administrative Assistant provides day to day administrative, human resource, procurement, and finance support for the Center of Thematic Excellence (Center), arranges and manages all aspects of travel to the Center team, and supports and manages the Center calendar. The AA will support budget and contract management, activities implementation, and travel logistics using USIP’s standard policies, procedures, and guidelines. This position is full-time, based in Washington DC, will work closely with other colleagues across USIP, and reports to the Vice President and Senior Resource Management Officer.

Major Duties and Responsibilities

Administrative Support:
* Assists in maintaining administrative policies and procedures to manage day-to-day operations in CTE.
* Supports the streamlining and development of onboarding tools and other resources related to the Center.
* Maintains electronic and written program-related files and documents by establishing necessary filing systems, logs, mailing lists, etc.
* Schedules internal meetings and activities, including external activities when needed.
* Orders office supplies for the Center.
* Responds to questions regarding general programmatic procedures and standards.
* Maintains updated center-wide and program distribution, organizational, seating, and PSC list.
* Maintains weekly programmatic updates for the Vice President.
* Assists in the organization and expansion of the program’s Salesforce contact list to help the team better target research, event, and other list engagement announcements to the appropriate audiences.

Travel Support:
* Coordinates and implements the logistics for the Center, including travel bookings, authorizations, vouchers, cash requests, and reimbursements.
* Makes domestic and international travel arrangements for Vice President and their invitational travelers by coordinating travel schedules, reserving overnight accommodations and transportation modes, and obtaining and delivering itineraries and tickets to the traveler.

Procurement and Budget Support
* Execute contracts, including submitting requisitions, invoice processing, and monitoring of payments. Track the progress of these items and coordinates resolution of any problems with the USIP finance and procurement staff.
* 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.
* Coordinates the resolution of any problems with the USIP finance and procurement staff.

* Processes and ensures payment of travel authorizations, advances, cash requests, vouchers, reimbursements, contract awards, and vendor invoices.
* Remains up to date with internal USIP financial policies, processes and procedures and communicates relevant updates to leadership.
* Supports routine budget reports for internal updates and external reporting.

Center Event Planning:
* Coordinates logistical arrangements for Center specific events, domestic and abroad. Tasks may include setting up online events, reserving rooms or conference venues, developing invitations, monitoring RSVPs, arranging catering, ordering supplies, arranging room set-up and conference services (e.g., interpretation), and serving as attendees’ primary point of contact.
* 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.
* Creates SurveyMonkey and/or Google Forms and monitors responses.
* May assist in logistical arrangements for the various departments within the Center.

Performs other duties as assigned.

Qualifications
* Bachelor’s degree in management or business-related field preferred, program/project management or administrative experience or equivalent combination of education and experience required.
* One (1) or more years of related administrative experience required.
* Familiar with general personnel practices, accounting and budgeting principles, and coordination of major office activities
* Ability to communicate (verbal/written), actively listen, and critically think in response to operational needs of the Center/Office.

* Interest in program, project, operations, and resource management or related field.

* Excels in dynamic and team-based work environments that require creative problem-solving and an ongoing learning mindset.
* 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.
* Experience making domestic and international travel arrangements.
* Highly motivated individual who is a self-starter with great attention to detail.
* Excellent organizational skills and attention to detail; adept at multi-tasking
* Strong time management skills with the ability to prioritize work and meet deadlines.
* Strong communication skills and ability to liaise with internal departments, external partners, and vendors.

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.