Special Assistant to the President - 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

The Special Assistant to the President/Chief Executive Officer (CEO) focuses on providing high-level programmatic and administrative support across a wide range of activities. This position is also an integral member of the Executive Office Team. Together, the Executive Office Team ensures the seamless management of multiple strategic initiatives, interacting daily with all levels of USIP staff, including executives and important external stakeholders.

TARGET SALARY

Grade 13 - $112,000 

Grade 14 - $132,000

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

The Special Assistant within delegated authority:

• Advise and assist the President/CEO in planning, and implementation of the work programs administered by/through the Office of the President/CEO.
• Direct substantive support to consultations, meetings, conferences, propose agenda topics, identify participants, prepare documents and presentations, and coordinate crosscutting activities.
• Organize the President/CEO’s public engagements and coordinate the preparation of related materials.
• Draft/review Executive Office official executive documents and correspondence.
• Support the implementation of the Office of the President/CEO strategy, in particular regard to outreach activities and establishing partnerships.
• Maintains awareness of current U.S. national security and foreign policy trends and developments, especially those related to USIP’s mission, work, and priorities.
• Accompanies President on key travel, domestic and international, providing on-the-go support.
• Coordinate and supervise the dissemination of information with internal and external stakeholders.
• Coordinate the implementation of the Executive Office’s communication strategy, in consultation with the Institute Center/Office executive leadership.
• Oversee the preparation of communication material such as presentations to international bodies, federal/non-federal organizations, and other stakeholders or beneficiaries.
• Coordinate internal communication efforts, including the preparation of regular communication material for Executive Office staff.
• Promote regular strategic planning coordination between the Office of the President/CEO, Chief Operating Officer, the Board Secretariat, Centers, and Offices.
• Takes the lead to develop, implement, and evaluate assigned programs/projects, etc.; directs subordinates in program/project development, implementation, monitoring, and assessment; directs review of relevant documents and reports; identifies priorities, problems, and issues to be addressed and proposes corrective actions; liaises with relevant parties; identifies and initiates follow-up actions.
• Coordinates policy development; reviews the assessments of issues and trends, preparation of evaluations or research activities and studies.
• Coordinates and/or participates in workshops, seminars, etc., makes presentations on assigned topics/activities.
• Serves as an effective spokesperson and establishes collaboration and partnerships with key officials at all levels inside and outside the organization.
• Ensures effective utilization, supervision, and development of Executive Office staff under the supervision of the incumbent.
• Guides, evaluates, and mentors staff.

Performs other duties as required.

Competencies

Professionalism: Ability to develop sources for data collection. Conceptual analytical and evaluative skills to conduct independent research and analysis, including familiarity with and experience in the use of various research sources, including electronic sources. Ability to apply judgment in the context of assignments given, work under pressure, on occasion, in a highly stressful environment. Demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines, and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others, and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors’ language, tone, style, and format to match audience; demonstrates openness in sharing information and keeping people informed.

Planning and Organization: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Accountability: Takes ownership of all responsibilities and honors commitments. Delivers outputs for which one has responsibility within prescribed time, cost, and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight, and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Leadership: Serves as a role model that other people want to follow. Empowers others to translate vision into results. Is proactive in developing strategies to accomplish objectives. Establishes and maintains relationships with a broad range of people to understand needs and gain support. Anticipates and resolves conflicts by pursuing mutually agreeable solutions. Drives for change and improvement; does not accept the status quo. Shows the courage to take unpopular stands. Provides leadership and takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work; demonstrates knowledge of strategies and commitment to the goal of gender balance in staffing.

Judgement/Decision Making: Identifies the key issues in a complex situation and comes to the heart of the problem quickly. Gather relevant information before making a decision. Considers positive and negative impacts of decisions prior to making them. Takes decisions with an eye to the impact on others and on the Organization. Proposes a course of action or makes a recommendation based on all available information. Checks assumptions against facts. Determines that the actions proposed will satisfy the expressed and underlying needs for the decision. Makes tough decisions when necessary.

QUALIFICATIONS

• An advanced university degree (Master’s degree or equivalent) in political science, law, social science, international studies, public administration, economics, engineering, earth sciences, or a related field is required. A first-level university degree in combination with an additional two (2) years of qualifying experience may be accepted in lieu of the advanced university degree.
• A minimum of ten (10) years of progressively responsible experience in international affairs, crisis/emergency relief management, development, law, program management/administration or related area. 
• Experience support to a senior official is required.
• Experience in the design and implementation of communication documents and products. 
• Experience in Government, intergovernmental organizations, or another comparable public or nonprofit sector is desirable.
• Experience working in the front office and organizing events/meetings in government, or an international organization is desirable.
• Proficient in all the Microsoft Office applications (Word, Excel, PowerPoint, and Outlook) required. Strong computer skills in databases and/or data management tools preferred.
• Must have excellent data analytics, research and writing skills, ability to multi-task complex initiatives. strong organizational skills, and ability to work independently yet collegially.
• Ability to perform responsibilities in a mature, responsible manner, make decisions that are in the best interest of the Institute and exhibit grace under pressure.
• Strict attention to detail and commitment to follow-through.
• Must exhibit grace in the face of changing dynamics and competing priorities.
• Must be a team-player, collaborative and have a good sense of humor.

CLOSING DATE OF THIS ANNOUNCEMENT IS 12/12/23.

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.

See job description