Administrative Assistant, Nonviolent Action and Peacebuilding – ADMIN001964-00001

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 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 a front-row seat on the world stage, USIP is the place for you.

JOB BRIEF

The Administrative Assistant (AA) provides overall support to the program management and program officers of the Nonviolent Action and Peacebuilding Program (NVA) in assisting them to accomplish the mission of the Institute. Assists in establishing and maintaining administrative policies and procedures to manage day-to-day operations of The Nonviolent Action and Peacebuilding Program. This position will report to the NVAP Director and is based in Washington, DC Headquarters office.

TARGET SALARY RANGE

Grade 7 – $50,000 – $22,000

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

Administrative Support

• Assist in establishing and maintaining administrative policies and procedures to manage day-to-day operations of the Nonviolent Action Program.

• Support the streamlining and development of onboarding tools and other resources related to team’s Synergizing Nonviolent Action and Peacebuilding (SNAP) Projects around the world.

• Support the Sustained Engagement line of work with the development and community management of the Mighty Networks online platform for a network of global movement peacebuilders

• Manages and maintains Master Calender of all NVAP events, travel and activities.

• Maintain program databases, files, and SalesForce contacts.

• Make domestic and international travel arrangements for staff, contractors, and invitational travelers by coordinating travel schedules, reserving overnight accommodations and transportation modes, and by obtaining and delivering itinerary and tickets to the traveler.

• Process and ensure payment of travel authorizations and vouchers, contract awards, and vendor invoices.

• Respond to questions regarding general administrative procedures and standards.

• Maintain electronic and written program-related files and documents by establishing necessary filing systems, logs, mailing lists, etc.

• Schedules internal meetings and activities with notetaking, facilitating and coordinating zoom and in person logistics

• Support program events as needed.

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.

• Assists Senior Program Officer with personal service contracts as needed.

• Day-to-day coordination of and communication with vendors.

• Participate in monthly meetings with the Office of Finance.

• Coordinate with NVAP and USIP Finance teams to obligate and expend funds, track budgets, resolve issues, and generate budget and financial reports to help monitor program budgets.

Performs other duties as assigned.

QUALIFICATIONS

• Bachelor’s degree in management or business-related field preferred, 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.

• Interest in peacebuilding, nonviolent action, and/or social justice movements.

• Excels in dynamic and team-based work environments that requires creative problem-solving and an ongoing learning mindset.

• Strong skills in Microsoft Office Suite, particularly MS Word, MS Outlook, and MS Excel. Previous experience with SalesForce and 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 and making domestic and international travel arrangements.

• Demonstrated ability to develop effective working relationships and strong interpersonal skills, including cross-cultural communication.

• Experience with Momentum/Pegasys financial management system strongly desired.

• Strong communication skills, ability to liaise with internal departments, external partners, and vendors.

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.

HOW TO APPLY

To be considered for this position, please submit a complete application package consisting of:

• Completed employment application including titles, dates of hire and salary requirements.

• Cover letter

• 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.