ILEA Program Assistant

TJFACT LLC - Totally Joined for Achieving Collaborative Techniques

About The Position

TJFACT is seeking a well-qualified ILEA Program Assistant to support the Department of State – INL/ACB/ILEA in Washington, D.C.! This position is equivalent to a Program Assistant/Program Support Specialist LVL 2. Please note this role a TPC and is contingent upon a contract award. The Program Assistant serves as a member of the ILEA team and is primarily responsible for administrative and program assistance for the program. The ILEA team manages the program from planning to implementation, coordinating across the U.S. interagency, State Department domestic offices, and U.S. embassies abroad.

Requirements

U.S. Citizen
Active security clearance status.
A Bachelor's degree from an accredited institution.
Two (2) to four (4) years’ experience in relevant field.
Demonstrated knowledge of Federal regulations in regard to area of specific need.
Demonstrated experience using Microsoft Office Suite.
Demonstrated experience facilitating organizational change.
Demonstrated skilled in oral and written communication, sufficient to draft action and info memos, congressional testimony, press guidance and congressional and general correspondence.
Demonstrated knowledge of international narcotics and law enforcement issues.

Nice To Haves

Graduate Degree from an accredited college or university in a related field of international relations, foreign assistance, adult-training, or criminal justice reform.
Demonstrated one to three (1-3) years’ experience in administrative management, training support, and/or contract or grants support.
Demonstrated skill and ability in managing multiple concurrent activities of varying complexity; including changing priorities and short turn-around times.

Responsibilities

Drafts, sends out for clearances, and sends papers, emails, and cables, as directed, along with approved tracked responses.
Coordinates with posts, program officers, interagency, and external organizations to facilitate drafting of program and project plans and solicitations for various implementing mechanisms, including but not limited to interagency agreements (IAAs), Letters of Agreement (LOAs), contracts, and grants.
Assists with the administration and management of ILEA implementing agreements for the program including but not limited to, contracts, grants, letters of agreement, and interagency agreements. Facilitates the paperwork and procedures required to award, monitor, and close Inter-Agency Agreements (IAAs), Cooperative Agreements, grants, contracts, and other relevant implement agreements or funding actions for final processing by a government representative. Serve as the first point of contact for administrative matters from implementers.
Supports the use of the ILEA Global Network, to include data entry and management of the system.
Monitors activities of implementers and reports to government representatives on the status of implementer progress towards meeting the goal, objectives, and completing deliverables. Monitors and assists agency submission of quarterly reports, including transferring data from the ILEA database (IGN) to the reporting system (DevResults) as needed. Work with the INL office responsible for DevResults to address agency issues, as required.
Utilizes the IGN to help provide information to respond to taskers on program activities. Assist in data cleanup and management within the IGN, including but not limited to, managing filing system; uploading and updating course schedules and information; etc.
Provide support for program-wide administrative process, including but not limited to templates, such as for course invitations; SOPs for administrative tasks in coordination with appropriate experts as needed such as filing systems, records management, and inventory management; coordination with program partners and implementers on administrative issues, such as POC lists and inventory. Arranges and supports meetings and events, including by reserving rooms, sending and tracking invitations, room set-up, escorting personnel, taking notes, and drafting thank you letters, and drafting and assembling to final reports.
Provides general support, including but not limited to writing and clearing papers, assembling briefing books, reports and updates, and scheduling meetings and supporting various trainings and events.
Conducts research on issues of interest and analyzes information for trends and important developments; attends relevant briefings; and prepares information and meeting readouts for inclusion in reports as requested.
Maintains program office calendar and files. Update and maintain POC sheets for the program and program partners. Implement file structure to existing files and ensure new files are managed appropriately.