Program Assistant, Legislative Affairs - United States 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

As part of the Legislative Affairs Department, the Program Assistant will provide program and operational support related to USIP’s congressional relations strategy and engagements in states and districts across the country. The Program Assistant focuses on congressional contact lists, research and writing, program coordination and scheduling, and reporting. This position supports budget and contract management, events and travel logistics using USIP’s standard policies, procedures and guideline, and other duties as they arise. The Program Assistant is energetic and organized, possesses time management skills, and meets deadlines. This position is based in Washington, DC, works with the team, and reports to the Counselor on Special Assignment for Legislative Affairs.  

CLOSING DATE OF THIS ANNOUNCEMENT IS 9/4/2024

TARGET SALARY 

Grade: 55,000 - 57,000

Responsibilities

Major Duties and Responsibilities

Program Support:

• Produces a weekly report on upcoming Congressional hearings, events, and key issues by monitoring Congressional publications, news, and schedules for legislative developments and opportunities to engage Congress on USIP and its work.
• Conducts program-related research and writing that includes drafting letters and mail merges.
• Conducts research on Members of Congress and congressional districts in advance of USIP engagements across the country.
• Creates and updates congressional lists for USIP engagements in states and districts across the country.
• Supports Institute-wide events, exhibits, and programs that involve outreach to states and districts across the country.
• Coordinates across Centers and Departments within USIP to facilitate and track outreach.
• Monitors Congressional-related information on an internal website. 

Meetings, Events and Logistics Planning:

• Provide substantive and administrative support for small and large invite-only meetings and public events, including study groups, consultations, workshops, and other program activities as needed:
• Regularly updating and expanding email lists and consulting internally as needed on invitees.
• Drafting invitation text and taking RSVPs for events.
•  Using USIP’s event systems to reserve rooms.
•   Operating the virtual portion of the event, including reserving Zoom, Microsoft Teams or teleconferences lines in advance and operating platforms during the meetings to allow for remote participation.
•  Liaising with reception and security to grant building access to guests and greeting and escorting guests.
• Arranging food and refreshments as needed.
• Makes domestic and international travel arrangements for staff, contractors, and invitational travelers including creating Travel Authorizations and processing Travel Vouchers and local expense claims in a timely manner, as needed.

Budget and Contract Management Support:

• Supports Administrative Staff and/or Contracting Officer Technical Representatives (COTRs), as needed, to administer contracts, track progress toward milestones, receive deliverables and monitor contract end dates, including but not limited to:
• Executes the contracting process by supporting the drafting contracts, preparing required contracting information, submitting requisitions, scheduling contract launch meetings, processing invoices, and monitoring payment processes, and ensuring contract close-out.
• Liaises with the Executive Office’s Resource Management and USIP Finance and Procurement Teams to track budgets, resolve issues, and review budget and financial reports to help monitor program budgets.
• Ensures quality control by inputting transactions correctly and tracking the budget using financial management software.
• Coordinates the resolution of any problems or delays with the USIP Finance and Procurement staff.
• Coordinates with the USIP Finance Team to obligate and expend funds, track budgets, resolve issues, and generate budget and financial reports to help monitor program budgets.
• Manages vendor contracts and payment receipts (e.g., writing a wide variety of contracts with external organizations to support special events or program activities).
• Provides technical advice on contract-related requirements.
• Generate routine budget reports to help monitor program budgets.
• Develops recommendations on any actions that may be required to ensure the program has the resources necessary to meet its goals and objectives.

 Performs other duties as assigned. 

Qualifications

• Bachelor’s degree in international relations, political science, public policy or a related field is required, or an equivalent combination of education and experience. A major or concentration in political studies preferred.
• One (1) or more years of business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities required.

• Experience working in international relations, international conflict resolution, congressional relations or equivalent preferred.
• Knowledge of the United States Capitol Hill and legislative process and work experience on Capitol Hill preferred.
• Excellent writing skills with experience in drafting program reports and supporting proposal writing processes.
• Ability to adapt communication approaches that are effective in-person and electronically.
• Knowledge of and ability to use program management processes, especially project planning, budgets and monitoring and evaluation.

• 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 QuickBase/Salesforce or Quorum is preferred.
• Experience with Momentum/Pegasys financial management system strongly desired.

• Strong time management skills with the ability to prioritize work and meet deadlines.
• Experience organizing conferences and meetings

• Demonstrated ability to work collaboratively and develop effective working relationships and strong interpersonal skills, including cross-cultural communication.

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.