Abt Associates

Administrative Assistant (Office of Strategic Stability and Security)

Abt Associates

Job Description

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 around the world. 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 around the world. Together we tackle the toughest 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 to the world stage, USIP is the place for you. JOB BRIEF Provides administrative and financial support for the Office of Strategic Stability and Security/Russia Program. Supports budget, Contract Management activities, and event planning and Logistics using USIP’s standard policies, procedures and guidelines. The Administrative Assistant will report to the Russia Program Director. Please note: The application deadline for this position is October 1.* TARGET SALARY RANGE Grade 07 - $23.40/hour, 20 hours per week The Institute uses the General Schedule salary tables for administering compensation. Offers of employment are determined based upon candidate qualifications, related experience, internal equity and amount budgeted for the position. This is a part-time job for 20 hours per week. RESPONSIBILITIES Administrative Support: * Assists in establishing and maintaining administrative policies and procedures to manage the day-to-day operations of the program. * Responds to questions regarding general administrative procedures and standards. * Schedules internal meetings and activities. * Assists in editing, and updating program informational items for internal USIP staff members and external guests (e.g., fact sheets, web content, project pages, special reports, presentations, etc.); * Maintains program databases, files, and contacts (filing systems, logs, mailing lists, etc.); Procurement and Budget Support: * Assists with the maintenance of financial systems and databases, inputs transactions correctly, obligates funds, processes travel vouchers and reimbursements, and coordinates the resolution of any problems with the USIP finance staff; * 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 procurement staff; * Generates quarterly budget and financial reports to help monitor Inter-Agency Agreement budgets; Event Development and Planning: * Coordinates all logistical arrangements for program events, domestic and abroad. Tasks may include reserving rooms or conference venues, developing invitations, monitoring RSVPs, ordering food and supplies, arranging room set-up and conference services (e.g. interpretation), and serving as the main point-of-contact for attendees; * Coordinates domestic and international travel and overnight accommodations for event participants Preforms other duties as assigned. QUALIFICATIONS * Bachelor’s degree in Business Administration, Accounting and/or Finance; * One (1) or more years related business or administrative experience involving familiarization with general personnel practices, accounting and budgeting principles and Coordination of major office activities required; * Must have excellent oral and written communication skills in English; * Interest and knowledge of International Relations, peace and security, conflict Analysis, and Russian studies strongly preferred; * Excellent writing skills; strong budgeting skills; * Strong skills in Microsoft Office Suite, particularly MS Word, MS Outlook, and MS Excel is required. 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, making domestic and international travel arrangements preferred. All USIP contract and employee positions are contingent upon the favorable completion of a suitability background investigation. Compensation is commensurate with qualifications and experience. 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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