Administrative Assistant, Asia Center – ADMIN001927-00001

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 Administrative Assistant arranges and manages all aspects of travel for the Asia Center, supports and manages the Asia Center calendar, and provides day to day administrative, human resource, procurement, and finance support to the Asia Center team. This position is based in Washington DC and will work closely with other colleagues across USIP and reports to the Director of Program Operations for the Asia Center.

TARGET SALARY RANGE Grade 7 – $50,000 – $52,000

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 Travel: • Makes domestic and international travel arrangements and overnight accommodations for staff and invitational travelers. • Obtains and coordinates travel schedules and requests by communicating directly with travelers and facilitating a clear process. • Builds relationships and works closely with USIP’s travel agency and visa services to make travel arrangements and visa runs. • Manages and submits overseas security trip plans for staff and contractors travelling overseas. • Processes travel visas, authorizations, advances, vouchers, reimbursements, and other travel-related expenses. • Processes danger pay for USIP’s Asia Center staff. • Maintains and develops procedures and processes to streamline Asia Center travel systems.

Human Resources, Finance, and Procurement: • Processes invoices and coordinates with finance on payment and reimbursement inquiries. • Assists with personal service contracts as needed. • Submit requisitions and receipts through USIP’s financial management system.

Administrative Support: • Schedules Asia internal meetings and activities. • Operations, and provides other support as needed. • Manages the Asia Center calendar, including the VP and Director of Program Operations. • Manages organization of and document retention in Asia Center SharePoint. • Orders office supplies. • Supports Asia Center public and private events as needed and assists in the planning and organization of the Asia Center retreat. • Responds to questions regarding general administrative procedures and standards.

Performs other duties as assigned.

QUALIFICATIONS • Bachelor’s degree or equivalent combination of education and experience required. • One (1) or more years related administrative, procurement, travel, or financial experience. • Experience arranging travel and processing travel reimbursements highly desirable. • Strong organizational and time management skills with the ability to prioritize work and meet deadlines. • Strong written and verbal communication skills. • Computer skills including database usage, the Microsoft Office Suite, particularly MS Word, MS Outlook, and MS Excel, is a must. • Highly motivated individual who is a self-starter with strong attention to detail.

All USIP contract and employee positions are contingent upon the favorable completion of a suitability background investigation.

As with many organizations, USIP follows specific guidelines related to COVID vaccinations. These guidelines align with the latest findings from the Centers for Disease Control (CDC) and the Occupational Safety and Health Administration (OSHA). The overall intent is to ensure the safest possible workplace for USIP employees and contractors. In accordance with the guidelines, all USIP employees and contractors with building access are required to be fully vaccinated regardless of telework or remote status.

Upon acceptance of the position, you are required to submit proof of vaccination along with your signed offer letter to HR. If you require an exemption, either medical or religious, we will provide you with the exemption form for you to complete prior to your start date.

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.

To apply for this position, please use the following URL: https://ars2.equest.com/?response_id=bbff80e2c515edbd4bfe08c7cb7db8ba