Administrative Officer 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 Officer is responsible for assisting in the overall management of operational support to advance programmatic priorities within USIP’s Center of Thematic Excellence (CTE)(Center) in accordance with USIP’s and federal applicable policies, procedures, laws, and regulations.  The Administrative Officer is responsible for assisting in the internal development and coordination of new contractual agreements with government and non-government agencies. The Administrative Officer serves as the initial point of contact (POC) and participates as required in overall Center management, budgeting, and strategic direction. The position is full-time, is based in USIP’s Headquarters in Washington, DC, and will report to the Vice President (VP), Center of Thematic Excellence.

CLOSING DATE OF THIS ANNOUNCEMENT IS 10/31/2024 

TARGET SALARY 

Grade 13 -$117,000 - $ 121,000 

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. 

RESPONSIBILITIES 

Major Duties and Responsibilities

Financial/Budget Management:

• Manage the Center’s budget to ensure that program activities are operating within its budget limitations and in accordance with USIP and inter-agency agreement (IAA) policies, procedures, laws, and regulations.


• Provide budget-related updates to the VP and Directors and serve as the POC to address budget related inquiries as they arise.


• Review program concept notes and funding proposals and help coordinate submission, as well as cost and no cost extension requests.


• Review IAAs for budget and compliance requirements and provide financial and administrative oversight on IAAs, including quarterly and ad hoc financial reporting.


• Review spending across IAAs and coordinate with country and project teams to ensure spending is on track and flag issues where appropriate.


• In coordination with the VP, ensure that staffing for financial and operational functions is appropriately budgeted and involves Office of Finance (Finance) and Human Resources (HR) in the hiring process as necessary and appropriate, including for field offices.


• Oversee annual fiscal year (FY) closeout on behalf of Center and act as POC for colleagues to help address questions or issues as they arise.


• In close coordination with VP, support annual budget process on behalf of the Center.


• Provide oversight on staff and invitational travel requests, review, and approvals and act as an initial POC when questions or issues arise.


• Carry out quarterly payroll allocations and reallocations, ensuring maximum cost recovery is adhered to with both USIP and IAA resources.


• Track and accordingly address open obligations and accruals and provide certification to the Office of Finance on a quarterly basis on the Open Obligation Certification report. 

Procurement and Contract Management:

• Serve as a liaison between CTE and Finance to provide staff updates on policies, procedures, and templates, and help troubleshoot issues related to contracting, deliverable management, and invoicing.


• Regularly review staff training requirements to ensure Center staff are keeping up to date on current training requirements.


• Serve as COTR on relevant CTE administrative or operational contracts.


• Attend monthly Administrative Office and Finance meetings and pass along relevant updates to staff members.


• Track and approve finance forms related to administrative management, including ratification forms, hospitality requests, and independent contractor forms on behalf of VP when needed.


• Serve as alternate financial approver for requisitions, orders, and task orders in Pegasys for small teams or teams without support, and if primary approver is unavailable or cannot access Pegasys.


• Maintain updated records of Pegasys and contract request form (CRF) submission and approval permissions and workflows for each Center team. Identify alternates to ensure coverage during leave/travel.


• Ensure COTRs within their Center or Program promote proper contract management by providing guidance on contract kick-off meetings, site visits, and contract closeout procedures.


• Regularly review open contract obligations and provide CTE teams information on deadlines for extensions or de-obligations.


• Regularly review and maintain master list of all personal service contractors (PSCs), independent contractors (ICs), program expense contracts (PECs), and overseas USIP office lease agreements.

Information Technology Management:

• Provide IT with regular hiring projections for proper inventory management and to assist IT with ensuring they have adequate equipment available.


• Connect new staff with IT at onboarding to confirm and coordinate new IT equipment and network access.


• Provide IT with the necessary accounting details for any center or team specific purchases.

Facilities and Administrative Services:

• In consultation with Center VP, ensure updated information is conveyed to HR and Operations on requests for moves, onboarding new hire space assignments, etc.


• Provide oversight and support on staff operational needs, including signing up for parking and reviewing and approving business cards on behalf of VP.


• Identify areas of field operations that require systems, policies and procedures and work with relevant staff across USIP to develop them as they relate to field program operations as well as USIP administrative management in the field.


• Manage Office Depot account for CTE.


• Perform administrative tasks that assist and support the VP and CTE programs, including but not limited to internal communications, procurement, recruitment, and onboarding.

Human Resources/Personnel Management:

• Serve as the POC for a range of HR processes, including acting as hiring manager, reviewing personnel needs, coordinating with HR and Finance teams on the recruitment for new and replacement positions, and participating in interview processes as needed.


• Provide oversight or management of PSC contracts on behalf of CTE, including establishing and managing systems of performance review to support field office staff including timelines for the review process.


• Ensure compliance with USIP’s and federal applicable policies, procedures, laws, and regulations.


• Track when an independent contractor, PSC, fellow, visiting student, research assistant, or other individual classification onboards or leaves their Center.


• Supervise support staff as needed for efficient operations of CTE.

Strategic Planning:

• Serve as the POC for coordinating and helping to draft CTE congressional budget justifications (CBJs), Office of Management and Budget (OMB) submissions, and other required filings/submissions.


• Lead and participate in USIP-wide strategic planning and annual planning exercises.


• In coordination with the Center VP, review program/project assignments and budget requests and align those with CTE objectives.


• Serve as the lead administrator for center wide QuickBase project and activity tracker.


• Provide regular reporting and updates to VP and Center leadership.


• Performs other duties as assigned.

 

QUALIFICATIONS 

• Bachelor’s degree in business administration or a related field is required, or an equivalent combination of education and experience.


• Minimum of eight (8) years of experience in business, administrative, or operational management, or a related field to include managing teams, projects, and programs, and knowledge of and/or working internationally required.


• Administrative/Program management skills and experience overseeing complex projects, with previous experience implementing adaptive programs in highly complex and dynamic environments.


• Demonstrated understanding of the financial management process, including annual budget preparation and tracking, monitoring of financial activities and procurement processes, and utilizing financial software.


• Excellent representation and communication skills (oral and written), including cross-cultural, media, interpersonal skills; proven ability to deal with internal and external stakeholders and communities of interest from the lowest and highest political, social, cultural, and economic levels.


• Experience working with human resources policies, procedures, laws and requirements.


• Expert 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.


• Demonstrated ability to gather data, compile information, prepare reports and perform complex tasks; adaptability to meet changing demands.


• Ability to think strategically and effectively develop, communicate, and execute plans.


• Ability to create, compose, and edit correspondence and other written materials.


• Excellent leadership skills with proven ability to lead and motivate others, and to work as a team player, including knowledge of the goals, objectives, structure, and operations of a major public institution.


• Ability to travel domestically and abroad. 

 

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 

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. 

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