Senior Program Specialist, Russia and Europe – SENIO002022-00001 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 around the world. 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 Center for Russia and Europe (CRE) Senior Program Specialist provides project and/or program management, planning support and execution, budget and contract management and oversight, partner engagement, research and analysis, substantive input, and takes on special projects as needed. Contribute to, support, and lead where applicable, projects and day-to-day programmatic and tactical activities of CRE. Leads programmatic and administrative support for multiple projects associated with the center’s line of efforts (Strategic Stability and Strategic Rivalry, Russia in the World, and Ukraine, Russia, and Europe). This position is based in Washington, DC’s Headquarters and reports to the Director of the Russia Program.

TARGET SALARY RANGE

Grade 11 – $74,000-$79,000

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

Program and Project Management Support:
* Provides project and/or program management support to CRE staff (e.g., plans, develops, coordinates, and implements the center’s support services).
* Coordinates the implementation of the day-to-day operations of the program and/or projects with other teams within USIP.
* Coordinates with key external stakeholders regarding the day-to-day planning and coordination of the program and/or projects to support program and/or project goals, objectives, and activities.
* Coordinates and contribute to the mechanism/s and processes of project design.
* Assists and coordinates the collection of the evaluation data of program and/or project goals and objectives.
* Provides substantive input and recommendations on program and/or project activities and the center’s strategy.
* Assist with the design and introduction of new projects and activities
* Conducts program-related research and writing related to CRE as needed.
* Helps develop and maintain program and/or project software and trackers and coordinates with team members on the accuracy of the data.
* Facilitates the delegation of work assignments to Administrative Assistants, Program Support, and Research Assistants.
* Contributes to developing and updating the center’s policies and procedures for compliance.
* Participates and represents the center in appropriate Institute working groups as required.
* Develops, edits, and updates concept notes, proposals, program and project reports, and informational items for internal USIP staff members and external audiences (e.g., progress reports, web content, project pages, special reports, fact sheets, etc.). Layout and follow up on the compliance with the process, timeline, and quality production of these program deliverables.
* Responsible for developing and maintaining project databases with after action reporting, quarterly and final reporting, tracking of programmatic decision-making, correspondence with U.S. Government partners, and ensuring the capture of institutional knowledge and lessons learned withing the database and filing systems.
* Ensures that program databases, files and contacts are maintained.
* Updates program policies and procedures for compliance.

Procurement, Finance, Budget and Travel Support:
* Prepares the initial program budget to be reviewed and approved by the Director.
* Generates routine budget and financial reports, and analyzes the center’s budget (e.g., monitors expenditures, schedules payments, and reviews budget reports) to provide updates and develop recommendations for leadership on budget-related matters.
* Manages the financial data from software systems to provide the center’s senior staff and leadership with the status of the program and project financials or other items. Develops recommendations on any actions that may be required to ensure the program and projects have the resources necessary to meet their goals and objectives.
* Compiles program funding proposals for submittal including assisting to develop the budget, and monitoring and evaluation frameworks for proposals.
* Manages contracting activities in coordination with relevant support staff, including drafting contract proposal language; completing the USIP contract template, coordinates with the Administrative Assistant to process invoices and monitors payment of contractor services.
* Manages vendor contracts with senior staff and leadership (e.g., writing a wide variety of contracts with external organizations to support special events or program activities).
* Provides technical advice to the center’s staff on contract and financial related requirements.
* Serves as the center’s main point of contact with the USIP contracts team for external contractors or vendors on any of the center’s contractual or logistical-related items.
* Stays up to date on relevant USIP policies that impact the center’s operations.

Events and Publications Support:
* Manage the development and execution of events, publications, and projects in coordination and collaboration senior staff and leadership.
* Works with administrative staff to coordinate domestic and international travel and overnight accommodations for the center’s staff and event participants, when necessary.
* Generates fact sheets and PowerPoint presentations for public and closed-door events and Congressional briefings.
* Develops promotional and informative descriptions of events for internal USIP staff members and external guests.
* Works with administrative and programmatic staff members to coordinate all logistical arrangements for program events, including reserving rooms, developing invitations, monitoring RSVPs, ordering food and supplies, arranging room set-up, and serving as the main point of contact for attendees when necessary.

Performs other duties as assigned.

QUALIFICATIONS

* Bachelor’s degree required with five (5) years of experience in conflict management, peacebuilding, international development, history, political science, business administration or think tank environment or related field.
* Master’s degree with three (3) years of experience preferred.
* Excellent writing and editing skills are required.
* Ability to work independently and as part of a team; excellent communication, collaboration, and organizational skills; flexibility; strong detail orientation.
* Ability to be proactive and anticipate program needs and challenges and, more importantly, develop options for addressing those needs and challenges is required.
* Experience in or knowledge of project planning and management, proposal writing, monitoring and evaluation, reporting and writing skills are required.
* Experience in or knowledge of project design and management, research support, and organizational learning is preferred. A willingness to develop knowledge and build capacity in the aforementioned areas is required.
* Knowledge of Russian, Ukrainian, and European history, politics, and culture.
* Written and spoken excellence in English is required. Written and spoken proficiency in Russian or Ukrainian strongly preferred.
* Prior experience of working with and extensive knowledge of USIP or similar organization is preferred.
* Strong time management skills with the ability to prioritize work and meet deadlines.
* Experience organizing events and meetings, making domestic and international travel arrangements is required.
* Strong skills in the Microsoft Office Suite, particularly MS Word, MS Outlook, and MS Excel is required. Strong computer skills in database usage is 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.