Administrative Specialist at United States Institute of Peace in Washington, Washington DC

Job Description:

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 Administrative Specialist for the Africa Center (Center) provides support to Center staff in the areas of administrative operations, budgeting, human resources, training and contract/project management, center-wide convenings, cross-center and special initiatives, and advisory programs to include event planning, coordination and scheduling. 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) processes, procedures, laws, and regulations and facilitates the rollout of USIP system improvements and initiatives within the Center. The Administrative Specialist also ensures effective coordination with other USIP Offices (Information Technology (IT), Office of Human Resources (OHR), the Office of Finance (OOF), including the Grants and Contracts Administration (GCA) and Accounting; and Global Security & Travel and assist in maintaining Center relationships and partnerships with various contacts across USIP, within the USG, and with embassy, government, and civil society staff in Washington and on the continent, and support the work of the Africa Center Senior Advisors and staffers, as needed. This position is full-time, based in Washington, DC, reports to the Senior Resource and Program Manager (SRPM), and works in close coordination with the Vice President (VP) and the Africa Team.  

TARGET SALARY 

Grade 10: 75,000 - 77,000

Responsibilities

Major Duties and Responsibilities

Finance & Budgeting:

• Generate financial and budget reports, in accordance with the SRPM, 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 SRPM, 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 Africa’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 SRPM.


• Provide Center staff with FMS and Quickbase updates and ad hoc financial reports.


• Liaise between Africa staff and the Office of Finance to troubleshoot problems on QuickBase, FMS, Concur, 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 Africa for needed improvements and efficiencies.


• Coordinate with SRPM to ensure procurement operations and functions within Center 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 SRPM 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 Africa Team, further enhance and improve the on-boarding process at Headquarters (HQ) and in the field, including the rollout of staff training.


• In coordination with the SRPM, support PSC requests in line with the latest PSC practices and support the SRPM and Africa 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 Africa internal staff training for HQ and field staff. 


• Support the SRPM in expanding the array of internal staff training available to include budgeting, project management, procurement, travel, and other areas as needed.

 Travel Support:

• Provide ongoing Concur support to the VP, SRPM and Africa Center staff, including user setup, training, TDY form entry, authorizations, bookings, vouchers, and local reimbursement forms, and act as initial approver on Africa travel authorizations. 


• Collaborate with the USIP Global Security & Travel team and the Africa Team to deliver annual training for travelers and approvers from field and HQ.

Enhancing Business Operations and Center Administration:

• Coordinate Center wide events and initiatives, including but not limited to
  
  
  
  • Special Initiatives as indicated by the VP.
  
  
  • Support the VP and SRPM in planning and managing meetings, public engagements and travels.
  
  
  • Host weekly planning meetings.
  
  
  • Coordinate select activities across other USIP programs and departments.
  
  
  
  


• Manage the day-to-day administrative activities, including but not limited to
  
  
  
  • Maintains the Africa SharePoint and QuickBase in close coordination with SRPM.
  
  
  • Scheduling meetings and activities.
  
  
  • Oversees domestic and international travel for staff, contractors and partners.
  
  
  • Ensures project databases, files and contracts are organized and maintained with after action reporting, quarterly and final reporting, and correspondence with USG partners.
  
  
  
  


• Draft, update, and edit Center/program documents (Weekly Briefing, website, WRAP, etc.).


• 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 Africa Center’s knowledge management and internal communications through maintaining an updated Center organizational charts and staff lists, in collaboration with the SRPM and the administrative staff.


• Assist in identifying and addressing issues of high risk and flag them to IS.


• Coordinate with the SRPM any Center and system rollouts of USIP-mandated improvements and changes.


• Support the implementation of Africa 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.


• Experience organizing conferences and meetings, making domestic and international travel arrangements.


• 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, PowerPoint, SharePoint and Teams) are required. Previous experience with databases and/or data management tools, including financial management software, is preferred and QuickBase/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.

CLOSING DATE OF THIS ANNOUNCEMENT IS 10/22/24.

All applicants must be US citizens to be considered for positions with USIP. 

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 

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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