Program Assistant

TJFACT LLC - Totally Joined for Achieving Collaborative Techniques•Washington, DC

1d•Onsite

About The Position

TJFACT is seeking a Program Assistant to support the Department of State’s Bureau of International Narcotics and Law Enforcement Affairs, Office of Africa and the Middle East (INL/AME), in Washington, D.C. The role is equivalent to Program Assistant/Program Support Specialist Level 2 and provides programmatic, contractual, logistical, and administrative support to AME officers advancing program goals and objectives throughout Africa and the Middle East. The position supports staff at Main State (HST) and Columbia Plaza (SA-1), with approximately 50% of the primary responsibilities devoted to administrative support. The successful candidate will demonstrate strong organizational skills, initiative, and the ability to work independently across a broad range of support requirements. This position is being recruited in support of a proposal effort. Any offer of employment is contingent upon contract award and successful completion of all pre-employment requirements.

Requirements

U.S. citizenship.
Bachelor’s degree from an accredited institution.
Demonstrated experience working in the Department or in INL.
Two to four years of experience in a relevant field.
Ability to work on projects and issues within overall policy guidelines.
Oral and written communication skills sufficient to draft action and information memoranda, congressional testimony, press guidance, and congressional and general correspondence.
Knowledge of international narcotics and law enforcement issues.
Active security clearance.

Nice To Haves

Academic or professional experience with the Middle East or Africa.
Proficiency in Department systems such as TATEL, E2, SAMS, and ILMS/Ariba.
Project-management experience.
Foreign-language skills, especially spoken French or Arabic.
Graduate degree from an accredited institution.
Experience developing or managing new initiatives and tasks.
Ability to identify and complete tasks independently and on one’s own initiative.
Experience conducting research and drafting papers for the Department.
Experience working on anticrime issues.
Ability to establish and maintain effective relationships.
Ability to provide excellent customer service.
Excellent organizational skills, including prioritizing tasks and meeting deadlines.

Responsibilities

Support program activities and coordinate implementation of projects within a portfolio.
Draft and assist with success stories, briefing papers, talking points, presentations, justifications, memoranda, reports, correspondence, cables, and other program documents.
Manage program files and records, track reports, and serve as the office Records Management Officer.
Research and compile program information, reports, and statistical information.
Assist with office outreach and provide logistical support.
Help process and monitor inter-agency agreements, cooperative agreements, grants, contracts, other implementing agreements, and funding actions for government representatives’ final processing.
Conduct market research and prepare IGCEs for solicitations and procurements; monitor implementer activities and report progress toward goals, objectives, and deliverables.
Provide general support to INL/AME teams, including assembling briefing books and updates, scheduling meetings, and supporting Bureau-wide events.
Facilitate clearance of program documents by appropriate offices and ensure delivery to the appropriate recipients.
Collect and prepare AME weekly documents and “Welcome Home” notes; help prepare trip and briefing books.
Support special projects, including AME 101 training and new-personnel onboarding; develop and maintain onboarding packages.
Organize office discussions, brownbags, and briefings, and develop topics for them.
Help the Cross-Cutting Team collect and coordinate office-wide taskers; assist employees with SAMS grant-system entry as needed.
Prepare and finalize Front Office documents according to format and style guidelines, secure the Office Director’s signature, and deliver documents as needed.
Assist in drafting and sending cables through the Department’s cable system, such as SMART.
Schedule meetings, conferences, and training sessions; reserve venues; invite participants; arrange materials and services; attend, take notes, prepare proceedings reports, and disseminate them.
Use spreadsheet, database, word-processing, SharePoint, graphics, and presentation software to draft, edit, and track documents and support office operations.
Provide administrative and clerical assistance to the Director, Deputy Director, Team Leads, and INL/AME staff.
Manage the Office Director’s schedule and Outlook calendar and confirm outside appointments.
Meet, clear, or escort visitors and others without badges around the building or office suite on behalf of AME.
Maintain email and office distribution lists, send calendar invitations, and set up staff and all-hands meetings.
Serve as office timekeeper; collect leave slips, prepare and submit time and attendance, reconcile records, follow up on missing documentation, and track regular and travel compensatory time.
Initiate office purchase requests, enter data, follow procurement procedures, and coordinate outstanding issues with program, procurement, and budget offices.
Arrange staff travel using E-Travel; prepare authorizations and vouchers, book travel, request E2 accounts, submit country clearances, and maintain knowledge of travel procedures and guidance.
Prepare paperwork related to danger pay and regulatory waivers for travel.
Update office documents such as organization charts, portfolio lists, and phone lists and submit documents for intranet posting as requested; update team phone lists and laminated phone cards quarterly.
Conduct mailroom runs as needed and take and type meeting notes and other documents.
Check and maintain office-supply and equipment inventory at least every two weeks, ensure supplies are available, notify repair staff of maintenance needs, and keep supply closets organized.
Follow up with other INL offices on task orders for repairs, equipment requests, phone or computer moves, and other tasks.
Help maintain the INL/AME SharePoint site, including posting documents for staff.
Serve as unit security officer as necessary; prepare daily security-check rosters, stay current on security requirements and training, ensure compliance, and alert the Deputy Director to security concerns.
Arrange technology and facility support for staff, including IT log-ons, phones, laptops, safe combinations, door signs, supplies, video conferences, and conference-room reservations.
Assist with obtaining or renewing passports and visas, including drop-off and pickup.
Order business cards and develop, update, and share office SOPs for processes such as business-card orders, compensatory time/overtime, and clearances.
Perform other duties as assigned.