Program Assistant, Israeli-Palestinian Conflict Program – PROGR001819-00001 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 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
The Program Assistant (PA), as part of the Middle East North Africa (MENA) Center, joins the MENA Leadership and Israeli-Palestinian Conflict Programs Teams, to provide day to day administrative and logistical support to the program and staff for the expansive country and regional portfolio, with a focus on study groups, events, and meetings. This position is based in Washington, DC and reports to the Program Officer, Israeli-Palestinian Conflict Program, who will coordinate closely with the Director, Israeli-Palestinian Conflict Program, and the Vice President, MENA Center, and other colleagues across the portfolio, on the needs and tasking of the role.

TARGET SALARY RANGE
Grade 7 – $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 amount budgeted for the position.

RESPONSIBILITIES
Programmatic and Administrative Support:
• Supports the day-to-day operations and administration for regionally focused programs, initiatives, and study groups.
• Supports the program-related research, writing and reporting as needed under the guidance of the Vice President.
• Support in developing, editing, and updating program informational items for internal USIP staff members and external guests.
• Ensures timely and accurate communication and coordination between individuals and organizations through regular communication.
• Assists in the communication of weekly convening of staff meetings, including communicating agendas, tracking next steps, decisions, and follow-up tasks.
• Assist in managing participant lists and related protocol.

Procurement, Finance and Travel Support:
• Arrange domestic and international travel and overnight accommodations for event participants and MENA staff as needed.
• Completes administrative travel processes for domestic and international travel.
• Process travel authorizations, advances, cash requests, vouchers, and reimbursements.
• Coordinate with the USIP Finance team to obligate and expend funds and track budgets.
• Assist in the development of budgets for events, vendor contracts, new concept notes or modifications, for review and approval by relevant team members.
• Provide data entry in the Financial Monitoring System (FMS) for requisitions pertaining to the I-P program, including vendor enrollment, new contract requests, contract management, deliverable monitoring, receipts, and invoice processing.
• Process vendor invoices and receipts for the I-P program field teams.
• Troubleshoot issues related to requisitions in FMS for the I-P program.

Tracking and Reporting:
• Maintain and regularly update program documents, files, email lists, and relevant databases.
• Support a range of partnership tracking and reporting functions.
• Assist in coordinating, collecting, and organizing the Weekly Reporting on Activities and Programs (WRAP) reports from all MENA teams, and prepare instructions on the WRAP process.
• Update the program databases, trackers, and documents to ensure documentation, lessons and impact are captured from MENA programs.
• Develop and maintain the MENA Center’s contact list using Salesforce.
• Maintain electronic and written program-related files and documents.
• Collect and file program/project monitoring and evaluation reporting.

Event Coordination:
• Coordinates all logistical and promotional arrangements for program events, including reserving rooms, developing informational descriptions and event invitations, monitoring RSVPs, ordering food and supplies, arranging room set-up, and serving as the main point-of-contact for attendees.
• Ensure that events are planned and executed according to set timelines, standards, USIP policies, and procedures.
• Coordinate logistics, maintain event budgets and serve as the focal point and liaison between the MENA team and other USIP departments.
• Schedule and coordinate internal meetings, program-related meetings, events, and activities.

Performs other duties as assigned.

QUALIFICATIONS
• A bachelor’s degree in international relations, business administration or a related field is required.
• One (1) or more years of related experience required.
• English proficiency required; Arabic proficiency preferred.
• Strong communication, writing and editing skills, experience blog-writing a plus.
• Advanced use of the Microsoft Office Suite, particularly Word, Outlook and Excel, experience with Salesforce and event planning tools preferred.
• Demonstrated experience supporting virtual and in-person events, conferences, meetings.
• Strong time management skills with the ability to prioritize work and meet deadlines.
• Highly motivated individual who is a self-starter with a great attention to detail.
• Knowledge of the Middle East and North Africa region and Israeli-Palestinian conflict preferred.
• Experience supporting program management in coordination with teams based abroad.
• Must have strong interpersonal skills and the ability to work in person, adhere to protocol and coordinate the input and priorities of multiple players.

All USIP contract and employee positions are contingent upon the favorable completion of a suitability background investigation.

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.

To apply for this position, please use the following URL:
https://ars2.equest.com/?response_id=65637a606a25fea84337f9841b80b7ab