Lead Administrator/ Resource Specialist – LEADA002425-00001 At US Institute of Peace

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 Resource Specialist (RS) for the Middle East North Africa Center (MENA)(Center) provides support to Center staff in the areas of administrative operations, budgeting, human resources, training and project management. This role seeks to improve and streamline financial, procurement and field operations processes at the Center level, in line with United States Institute of Peace (USIP) and United States Government (USG) rules and regulations and facilitates the rollout of USIP initiatives and system improvements within the Center. The Resource Specialist also ensures effective coordination with other USIP Offices (Information Services (IS), Office of Human Resources (OHR), the Office of Finance (OOF), including the Grants and Contracts Administration (GCA), Accounting, and Global Security & Travel), as needed. This position is full-time, reports to the Resource Management Officer (RMO), and works in close coordination with the Vice President (VP) and the MENA Support team.

CLOSING DATE OF THIS ANNOUNCEMENT IS 8/6/2024

TARGET SALARY

Grade 10 – $75,000- $77,000

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.

Major Duties and Responsibilities

Finance & Budgeting:
* Generate financial and budget reports, in accordance with the RMO, including inter-agency agreement (IAA) and base quarterly and monthly spend-down reports, open obligations certification (OOC) reports, quarterly- and weekly- in process document coordination, and IAA closeout process related to an open obligation.
* Support the RMO, as needed, in entering budget move requests on the financial management system (FMS), to be sent to and in coordination with the Director of the Budget Office for final approval.
* Manage the pipeline from Contract Request Form (CRF) to FMS, the procurement lifecycle for MENA’s contract portfolio, specifically the personal services contractor (PSC) portfolio, and ensure staff are verse in and adhere to related policies and procedures.
* Coordinate the annual fiscal year-end close-out process, in conjunction with the RMO and MENA Field Support team.
* Provide Center staff with FMS and Quickbase updates and ad hoc financial reports.
* Liaise between MENA staff and the Office of Finance to troubleshoot problems on QuickBase, FMS, funding, procurement, ratifications, and hospitality forms.

Procurement:
* Work with the Grants and Contracts Administration as they develop program-level acquisitions data and coordinate the review and processing of this data within MENA for needed improvements and efficiencies.
* Coordinate with RMO to ensure procurement operations and functions within MENA are efficient and effective. Implement and suggest recommendations for enhancements that improve efficiency, productivity, and operational capacity in alignment with GCA guidelines and financial requirements.
* Support Center staff in contract close-out processes, to ensure proper accounting of USIP funds.
* Support the RMO and VP with COTR delegate functions.
* Administrative coordination of Research Assistant and Research Analyst contracts including contract creation and modification, invoices, and filing receipts for deliverables.
* Act as initial approver on requisitions and maintain visibility and oversight on all transactions

Human Resources, Training and Staff Development:
* In collaboration with the MENA Support team, further enhance and improve the on-boarding process at Headquarters (HQ) and in the field, including the rollout of staff training.
* Coordinate PSC requests in line with the latest PSC practices and support the RMO and MENA Operations team on the contractual process for newly recruited and existing PSC staff.
* Ensure new and existing staff are trained in USIP procurement and financial processes and equipped to utilize respective USIP systems.
* Develop a database to track MENA internal staff training for HQ and field staff.
* Support the RMO in expanding the array of internal staff training available to include budgeting, project management, procurement, travel, and other areas as needed.

Lead on Travel:
* On behalf of the USIP Global Security & Travel team, lead the Center on expanding and streamlining the process to manage travel effectively and compliantly for HQ and field staff, travel process oversight and Concur routing updates.
* Provide ongoing Concur support to MENA Center staff, including user setup, training, authorizations, bookings, vouchers, and local reimbursement forms, and act as initial approver on MENA travel authorizations.
* Collaborate with the USIP Global Security & Travel team and the MENA Support team to deliver annual training for travelers and approvers from field and HQ.

Enhancing Business Operations and Center Administration:
* Draft, update, and edit Center/program documents (weekly briefing, website, WRAP, etc.).
* Manage the day-to-day administrative activities.
* Contribute to improving departmental financial efficiencies, effectiveness, and alignment.
* Implement and recommend changes in business processes and organizational structure and ensure proper use and application of latest financial systems and processes.
* Enhance the MENA Center’s knowledge management and internal communications through maintaining an updated Center organizational charts and staff lists, in collaboration with the RMO and the Administrative Assistant (AA).
* Assist in identifying and addressing issues of high risk and flag them to IS.
* Coordinate with RMO Center and system rollouts of USIP-mandated improvements and changes.
* Coordinate Center wide events and initiatives in collaboration with the AA.
* Support the implementation of MENA Center annual retreats and summits.

Performs other duties as assigned.

Qualifications
* Bachelor’s degree in business management or related field preferred or equivalent combination of education and experience.
* Five (5) or more years related business or administrative experience to become familiar with accounting and procurement principles and coordination of major office activities required.
* Excellent communication (written and spoken), organizational, administrative, and time management skills, including cross-cultural, interpersonal skills; proven ability to engage effectively with partners at the lowest and highest political, social, cultural, and economic levels.
* Strong skills in Microsoft Office Suite (Outlook, Word, Excel and PowerPoint) are required. Previous experience with databases and/or data management tools, including financial management software, is preferred and Salesforce is strongly desired.
* Experience with Momentum/Pegasys financial management system and Internet navigation strongly desired.
* Project and task management – capacity to work on multiple, diverse and complex assignments, creatively problem-solve, and prioritize effectively with minimal supervision or collaboratively.
* Highly motivated individual who is a self-starter with great attention to detail.
* Experience organizing conferences and meetings, making domestic and international travel arrangements.

HOW TO APPLY
To be considered for this position, please submit a complete application package consisting of:
1. Completed employment application
2. Cover letter
3. Resume

Note: Only those applicants that are selected for further discussions will be contacted.

USIP is an equal opportunity employer. USIP does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, political affiliation, marital status, disability, genetic information (including family medical history), age, membership in an employee organization, retaliation, parental status, military service, or other non-merit-based factors.