Who We Are
Peace is our commitment. The United States Institute of Peace represents the shared values of the American people and their commitment to peace globally. We know that Peace is Security – advancing both U.S. and international security by preventing, managing, and mitigating violent conflict.
We are an independent, nonpartisan institution actively engaged in global peacebuilding efforts. Together, we confront the most challenging problems and stand firm in the possibility of a more peaceful world. To learn more about USIP programs and job openings, visit https://www.usip.org/about/careers .
If you have a passion for making the world a better place and want to be at the forefront of the global stage, USIP is the place for you.
POSITION DESCRIPTION
Provides daily administrative and programmatic support for the El Salvador Office of the Latin America Program, as well as financial and administrative support for the implementation of the office’s projects. Develops and updates informational and programmatic materials, coordinates logistics and event development, supports budget and contract management activities, and acts as the primary liaison with the office’s logistics contractor. The Administrative Assistant will be based in San Salvador and will report to the El Salvador Team Leader. This is a full-time host country national personal services contractor position.
RESPONSIBILITIES
Programmatic and Administrative Support:
* Provide administrative and general workflow support for the El Salvador Office.
* Assist in developing, editing, and updating program information materials for internal USIP staff and external guests (e.g., fact sheets, web content, project pages, special reports, presentations, etc.);
* Maintain program databases and files (filing systems, logs, etc.);
* Create and maintain a comprehensive contact database system to allow for efficient and timely management with the El Salvador team’s network of contacts;
* Schedule meetings and activities, including management of recurring team meetings;
* Manage routine correspondence for the program, both incoming and outgoing;
* Respond to questions regarding general program procedures and standards;
* Monitor and maintain El Salvador team office supplies and equipment, as well as serve as primary liaison with the office leasing agent for all maintenance matters;
Procurement, Finance, Budget, and Travel Support:
* Assist with contract management and execution, including completing requisitions, processing invoices, expenses, and receipts, and monitoring payment to contractors for services using USIP contract templates;
* Act as primary liaison with the El Salvador team’s logistics contractor, providing contractual requirements and guidance, preparing requisitions, and monitoring contract performance including invoice management;
* Complete travel administrative processes for domestic and international travel. Process travel authorizations, advances, cash requests, travel vouchers, and expense reimbursements;
* Support the El Salvador team leader with management of debit card and petty cash accounts, including performing credit card reconciliations as needed;
* Assist the El Salvador Finance and Operations Specialist with budget reporting and tracking for the El Salvador Office.
Event Development and Planning:
* Directly support the El Salvador team in the development of events and activities held in the San Salvador metropolitan area, and coordinate closely with municipal coordinators to ensure they have templates, guidelines, and support when conducting municipal events;
* Assist in writing event copy, agendas, panelist biographies, and background information, and develop informative event descriptions for internal USIP staff and external guests;
* Coordinate all logistical arrangements for program events, both domestic and international. Duties may include reserving conference rooms or venues, developing invitations, monitoring RSVPs, ordering food and supplies, arranging room set-up and conference services (e.g., interpretation), and serving as the primary point of contact for attendees;
* Serve as the primary point of contact with transportation companies, scheduling and providing travel management resources for all project activities;
* Coordinate domestic and international travel and overnight accommodations for event participants;
* Coordinate with Community Coordinators on the El Salvador team to organize logistical support for planning municipal events, as needed;
* Take detailed notes and support the writing of minutes and reports of events for both internal and external audiences.
Performs other duties as assigned.
QUALIFICATIONS
* Bachelor’s Degree required, preferably in business or accounting; University degree in a relevant related field preferred;
* Strong interest and knowledge in international relations, peace and security, conflict analysis, and Latin American studies preferred;
* One (1) year or more of related business or management experience, involving familiarity with general personnel practices, accounting and budgeting principles, and coordination of major office activities;
* Proficiency in Spanish both oral and written required;
* Experience in event management and logistics;
* Strong budgeting skills;
* Fluency in English preferred;
* Strong skills in Microsoft Office Suite, particularly MS Word, MS Outlook, and MS Excel; strong skills in using databases preferred;
* Excellent time management skills, with ability to prioritize work and meet deadlines
preferred; * Experience organizing conferences and meetings, as well as making travel arrangements both domestic and international, preferred.
All USIP contract and employee positions are subject to favorable completion of a suitability background investigation.
HOW TO APPLY
To be considered for this position, please submit a complete application package including:
- Completed application including qualifications, dates of hire and salary requirements.
- Cover letter
- Curriculum vitae
*Applications will be accepted until Friday, June 14 at 11:59 PM Washington DC time
We will only contact selected candidates.
Telephone calls are not accepted. 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 employment organization, retaliation, parental status, military service, or other non-merit factors.
How to apply
To apply for this position, please use the following URL:
