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.
In April 2024, USIP’s Latin America Project (LAP) will launch the “Fostering Citizen Support for the Rule of Law” project in San Salvador, El Salvador under an Inter-Agency Agreement (IAA) with the United States Department of State – Bureau of International Narcotics and Law Enforcement Affairs- for a period of three years to increase public support for the rule of law by building stakeholder networks, facilitating dialogues between citizens and authorities, engaging the public on rule of law issues, and equipping local youth with peacebuilding and leadership skills.
The Operations and Finance Specialist, based in San Salvador and reporting directly to the Senior Project Director, manages administrative and operational functions across all project areas to ensure project efficiency and effectiveness. The Specialist role includes planning, overseeing, and executing budgetary, financial, and administrative tasks as well as facilitating seamless communication and coordination between external partners and the project team. Responsibilities extend to providing essential day-to-day support in administrative, human resources, procurement, and finance functions. This encompasses managing various aspects of project operations to ensure compliance with all USIP and partner organization requirements.
JOB BRIEF
Finance and Procurement
* Ensure all required documents are enclosed with the voucher and attached to the financial system, QuickBase.
* Coordinate, Prepare and submit Country office Cash request for proper cash flow.
* Monitor the asset management tracker to ensure all procurement and disposal of USIP property is done and recorded accurately and in accordance with established policies and procedures.
* Provides project budget oversight by maintaining accurate financial reporting for the project, including monthly budget reconciliation statements.
* Assists project staff with budget planning and management by helping develop annual budgets for project components as well as for component projects, as well as monitoring burn rate on a quarterly basis.
* Helps project staff develop contracts by providing guidance and editing for solicitations and contract requirements.
* Enters contract requisitions into USIP’s contracting database, and manages the coordination of solicitation and contract approvals with USIP HQ.
* Coordinates with the project team on contract compliance and management.
* Processes invoices and coordinates with finance on payment and reimbursement inquiries.
* Submits requisitions and receipts through USIP’s financial management system.
* Processes travel authorizations, advances, vouchers, per diems, reimbursements, and other travel-related expenses.
* Manages the office’s petty cash fund overseeing the collection, safeguarding, dispersal, and reconciliation of all office cash.
* Support hiring and onboarding processes as needed. Remains up to date with USIP finance policies, processes, and procedures and responds to questions regarding general administrative procedures and standards.
Project Support:
* Manages the day-to-day work operational support related to project implementation.
* Provides support and consultation for project planning and track local any relevant administrative or legal developments that affect project implementation.
* Coordinates collecting, compiling, and editing of report inputs s for Senior Project Director review and approval.
Administration and Logistics
* Provides administrative and logistical support for USIP public and private events and meetings in San Salvador.
* Liaises between logistics providers, USIP staff, invitational travelers and partners to coordinate and develop travel agendas, process travel vouchers, and facilitate any additional services or needs.
* Schedules internal meetings and activities.
* Manages project calendar, including the Senior Project Director.
* Manages organization of and document retention in the Project SharePoint.
* Translates simple documents between English and Spanish.
* Maintains office inventory and stocks of office supplies and equipment.
* Maintains and monitors the asset management tracker to ensure all procurement and disposal of USIP property is executed and recorded accurately and in accordance with established policies and procedures.
* Coordinates hiring processes with DC-based colleagues.
Performs other duties as assigned.
QUALIFICATIONS
* Bachelor’s degree in business administration, finance, accounting, or related field.
* Five to seven years of related business or administrative experience, and familiarity with general personnel practices, administration and finance procedures, budget tracking and procurement, and coordination of major office activities required.
* Knowledge of project accounting and financial systems, QuickBooks
* Excellent record-keeping skills and attention to detail.
* Native proficiency in Spanish language, excellent writing and speaking skills in English.
* Strong skills in Microsoft Office Suite, particularly in Word, Outlook, and Excel.
* Excellent writing and communications skills.
* Strong time management skills with the ability to prioritize work and meet deadlines.
* Demonstrated ability to develop effective working relationships and strong interpersonal skills, including cross-cultural communication.
* Highly motivated individual who is a self-starter.
* Strong attention to detail.
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. 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.
