Abt Associates

Program Assistant

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 on the world stage, USIP is the place for you.

JOB BRIEF The position provides overall support to the South Asia program, covering India, Pakistan, Sri Lanka, Bangladesh, and Nepal, to help accomplish the mission of the Institute. Provides day-to-day programmatic and administrative support, both to the headquarters and field office team in Islamabad, Pakistan. Maintains program records and develops and updates informational material; provides Contract Management support; organizes public events; helps conduct research; and undertakes other tasks as assigned. The position reports to USIP’s Director for South Asia.

TARGET SALARY RANGE Grade 07 - $49,000 - $50,000 The Institute uses the General Schedule salary tables for administering compensation. Contractor offers are determined based upon candidate qualifications, related experience, internal equity, and the amount budgeted for the position.

RESPONSIBILITIES Meetings and events: * Coordinates logistical arrangements for program meetings and events at USIP headquarters, including reserving rooms, drafting and formatting event text, sending out invitations and monitoring RSVPs, ordering food and supplies, arranging room set-up and parking, and serving as the main point of contact for attendees. For online events, coordinates zoom or other teleconferencing means with the USIP AV team.

* Assists with travel arrangements and Coordination with participants and partner organizations for conferences and meetings overseas.

* Drafts event announcement text, agendas, panelist bios, etc. and develops promotional and informative descriptions of events for internal USIP staff members and external audiences.

* Liaises with panelists and/or co-sponsoring organizations.

* Creates web content for events on the USIP website and Exact Target.

* Serves on USIP-wide events assistance roster.

Administrative and Program Support: * Develops, edits and updates program informational items for internal USIP staff members and external audiences (e.g., country fact sheets, project pages, web content, internal presentations, talking points for briefings, etc.).

* Maintains program databases, files, and Salesforce contacts.

* Helps review and edit IAA quarterly narrative reports.

* Tracks and compiles program updates and successes for Asia Center’s headquarters and field offices.

* Maintains program databases, including assisting in monitoring and evaluating project impact. Runs reports to maintain and update databases in consultation with program staff.

* Responds to program needs regarding general programmatic procedures and standards.

* Completes special assignments as needed.

Budget and Contract Management Support: * Assists program staff with budget and contract management support, including requisitions, invoice and expense processing, cash requests, and payment monitoring of contract services.

* Liaises with partner organizations and vendors to coordinate contract and payment information.

* Serves as a liaison and point of contact between Pakistan field offices and USIP headquarter teams.

* Generates routine budget reports to help monitor program budget.

Performs other duties as assigned.

QUALIFICATIONS * Bachelor’s degree in International Relations or related field required.

* One (1) or more years of related business or administrative experience, and familiarity with general personnel practices, admin/finance procedures, and coordination of major office activities required.

* Excellent writing skills.

* 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.

* South Asia language skills preferred.

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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