Administrative Assistant, Youth Program at United States Institute of Peace in Washington, Washington DC

Job Description:

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 (AA) for the Curriculum and Training Design (CTD) Team, and specifically for the Youth Program will provide critical support to all functions of the Program of the Team and handle many core responsibilities in administration, operations and finance.  This position will support budget and contract management, activities implementation, and travel logistics using USIP’s standard policies, procedures, and guidelines.

USIP´s Youth Program engages youth peacebuilders as critical partners to sustainable peace, supports their peacebuilding work, and aligns with the pillars of the UN Security Council Resolution 2250 on Youth, Peace and Security (YPS). The Program invests in youth-led peacebuilding projects, research, and publications for youth to be at the center of peacebuilding. This position is based in Washington, DC, and reports to the Program Officer, Youth Program.

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

Administrative and Program Support:

• Assists in establishing and maintaining administrative policies and procedures to manage the day-to-day operations of the department and the program.


• Supports the day-to-day program activities and serves as the main point of contact for the program’s administrative and operational activities.


• Responds to questions regarding general administrative procedures and standards and serves as the primary team resource for all USIP systems.


• Maintains electronic and written program-related files and documents, including keeping Youth Program, CTD, and USIP databases updated.


• Schedules internal meetings and activities and takes meeting minutes as requested for the Youth Programs.


• Edits and updates internal program documents, including Bio Directory, one-pagers and program website.


• Supports the implementation of an internal Youth Program communications strategy and publication of its external website presence,

Travel and Events:

• Coordinates and implements the logistics of programs, including travel bookings, authorizations, vouchers, cash requests, and reimbursements for the team and its partners.


• Coordinates logistical arrangements for events. Tasks may include setting up online events, reserving hotels and conference venues, developing invitations and monitoring RSVPs, arranging catering, ordering supplies, arranging room set-up and conference services (e.g. interpretation), and serving as the main point-of-contact for attendees.


• Processes Youth Country Liaison and Peacebuilding Fund contracts and invoices, and monitors monthly reports.


• Processes travel authorizations, advances, cash request, vouchers, and reimbursements.


• Creates surveys in SurveyMonkey and/or Google Forms and monitors responses.


• This job requires occasional international travel.
  
   

Procurement, Finance, and Budget Support:

• Assists with the maintenance of financial systems and databases, inputs transactions, submit requests to obligate funds, and processes travel vouchers and reimbursements.


• Helps track and reconcile program budgets by recording and tracking transactions.


• Assists with contract management support activities, including completing the USIP contract template, processing invoices, and monitoring payment of contractor services.


• Coordinates the resolution of any problems with the USIP finance and/or procurement staff.


• Remains up to date with internal USIP financial policies, processes, and procedures and communicates relevant updates to the Team.


• 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.


• Supports routine budget reports for internal updates and external reporting.

Performs other duties as assigned.

QUALIFICATIONS

• Bachelor's degree in Business Administration, Accounting and/or Finance, or equivalent combination of education and experience required.


• One (1) or more years of related administrative experience is required.


• Familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities.


• Strong skills in Microsoft Office Suite, particularly MS Word, MS Outlook, and MS Excel are required.


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


• 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.


• Experience with database usage skills.


• Detail oriented with strong organizational skills.


• Strong time management skills with the ability to prioritize work and meet deadlines.


• Interest and knowledge of international relations, peace and security, and youth are strongly preferred.


• Experience organizing international programs and events. 


• Spanish proficiency is a plus.

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 recruitment@usip.org. 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.

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