USIP recruits 01 Regional Program Assistant

USIP recruits 01  Regional Program Assistant

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 around the world. 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 toughest 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 to the world stage, USIP is the place for you.

Job brief

In the context of the Justice and Security Dialogues (JSD) program of the United States Institute of Peace (USIP), the JSD Regional Program Assistant provides programmatic, communications and administrative support to the JSD regional program team in Mali, Niger, Senegal and Tunisia. Duties include providing general programmatic support as well as supporting financial, budget and contract management, developing and updating internal and external communication materials, reviewing reports, and providing travel, event and meetings organisation support when necessary.

The position will be based in Dakar, Senegal, and may require occasional travel to the relevant countries. This position reports to the Regional Coordinator, who is in charge of the overall strategic direction of JSD activities, partnership-building with relevant stakeholders and training, mentoring and coaching of country staff. The position will also work in collaboration with the JSD Deputy Regional and Casamance Coordinator, Country Officers (COs) and Project Officers (POs) in Mali, Niger, Senegal and Tunisia and staff based in Washington, DC.

This is a Personal Services Contractor position.

Responsibilities

Program and Administrative Support

• Assist in the coordination and support for JSD program implementation in four countries (Mali, Niger, Senegal and Tunisia);
• Contribute to developing, editing, and updating program communications materials and informational documents for internal USIP staff members and external audiences (e.g., fact sheets, web content, project pages, special reports, presentations, fact sheets, etc.);
• Support development and review of quarterly reporting and other updates, tracking of programmatic decision-making, and capturing of institutional knowledge and lessons learned;
• Conducts program-related research and writing as needed;
• Maintains program databases, files, and contacts;
• Assists the program staff in setting up administrative procedures for projects by establishing filing systems (such as OneDrive), logs, mailing lists, etc.;
• Schedules meetings and activities;
• Orders office supplies for the program; and
• Completes special assignments as needed.

Procurement, Finance, Budget and Travel Support:

• Provide general administrative, procurement and travel support:
• Provides contract management support, including contributing to the initial contract proposal language, completing the USIP contract template for contract modifications, renewals and closeout, submitting invoices, and monitoring payment of contractor services; and
• Serves as program’s point of contact for all logistical, accommodation and travel arrangements for international meetings.
• Completes administrative travel processes for domestic and international travel. Where appropriate, supports completion of travel vouchers and reimbursements.

Event Planning:

• Support event development, planning and logistics for program events in-country and in the region. Tasks may include reserving rooms or conference venues, developing and sending invitations, monitoring RSVPs, ordering food and supplies, arranging room set-up and conference services (e.g. interpretation), and serving as the main point of contact for attendees; and
• Coordinates domestic and international travel and overnight accommodations for event participants.
• Performs other duties as assigned.

Qualifications

• Bachelor of Arts or Science in a relevant field (such as international relations, conflict resolution, rule of law, development, program management, non-profit management) or equivalent experience;
• Minimum of two years of professional experience in a similar role, demonstrating familiarity with the program coordination and administrative support responsibilities required;
• Knowledge of peace and security issues in the Sahel preferred;
• Demonstrated experience in providing project management assistance, supporting event coordination and financial management;
• Demonstrated skills and experience in project administration;
• Experience organizing conferences and meetings preferred;
• Strong skills in using Microsoft Office Suite, particularly MS Word, MS Outlook, MS PowerPoint and MS Excel required;
• Fluency in French is required, while working knowledge of English is preferred;
• Excellent communication written and verbal skills;
• Good research skills and attention to detail;
• Strong organizational and time management skills with the ability to prioritize, work with minimal supervision and meet deadlines;
• Strong problem-solving skills; and
  Proven ability to work independently and effectively, as well as part of a team.
• Excellent administrative skills are required as are strong qualities in working with teams.
• All USIP contract and employee positions are contingent upon the favorable completion of a suitability background investigation.

Compensation is commensurate with qualifications and experience.

How to apply

To be considered for this position, please submit a complete application package consisting of:

• Completed employment application including titles, dates of hire and salary requirements.
• Cover letter
• 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, genetic information, HIV/AIDS status, political affiliations or belief, pregnancy, or any other characteristic protected by law.

Closing date : 4 July 2020