Program Assistant

Totally Joined For Achieving Collaborative Techniques•Washington, DC

10d•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 position is equivalent to Program Assistant/Program Support Specialist Level 2 and provides programmatic, contractual, logistical, and administrative support to AME officers advancing program goals across Africa and the Middle East. Approximately 50% of the role’s primary responsibilities involve administrative support. The position supports two Department of State locations: Main State (HST) and Columbia Plaza (SA-1). This recruitment supports a proposal effort; any employment offer is contingent on contract award and successful completion of pre-employment requirements. The Program Assistant supports program implementation and office operations by preparing and coordinating documents, collecting and consolidating information, responding to requests, organizing meetings, coordinating logistics, and providing administrative support. The role requires strong organizational skills, initiative, and the ability to work independently while managing a broad range of support 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.
Demonstrated 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.
Excellent organizational skills, including the ability to prioritize tasks and meet deadlines.

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.
Spoken foreign-language skills, especially 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.

Responsibilities

Support program activities and coordinate implementation of projects within a portfolio.
Draft and prepare success stories, briefing papers, talking points, presentations, correspondence, reports, cables, and other documents for review or use.
Manage program files and records, track reports, and serve as the office Records Management Officer.
Research and compile program information, reports, and statistics; assist with justifications and memoranda for presentations to OMB and Congress.
Provide logistical support for outreach projects, meetings, conferences, training sessions, and Bureau-wide events; coordinate venues and materials, attend meetings, take notes, prepare proceedings reports, and distribute them.
Support the paperwork and procedures for awarding, monitoring, and closing inter-agency agreements, cooperative agreements, grants, contracts, and other implementing agreements or funding actions for government representative processing.
Conduct market research and prepare IGCEs for solicitations and procurements for government representative review and approval.
Monitor implementer activities and report progress toward goals, objectives, and deliverables to government representatives.
Assemble briefing books, reports, updates, trip books, and weekly AME documents; prepare “Welcome Home” notes and help ensure documents are properly formatted and cleared by appropriate offices.
Support special projects, including AME 101 training and new-personnel onboarding; develop, maintain, and provide onboarding packages.
Organize office discussions, brown-bag sessions, and briefings, and develop topics for discussion.
Assist the Cross-Cutting Team with office-wide tasker collection and coordination; provide program support including assistance with SAMS grant-system entry.
Prepare and finalize INL Front Office documents, ensuring formatting and supporting materials are correct, securing the Office Director’s signature, and delivering documents to the front office as needed.
Assist in drafting and sending cables through Department systems such as SMART.
Schedule and manage the Office Director’s calendar, confirm outside appointments, maintain distribution lists, arrange staff meetings, and provide administrative and clerical support to the Director, Deputy Director, Team Leads, and staff.
Meet, clear, or escort visitors and others without badges around the building or office suite on behalf of AME.
Serve as the office timekeeper: collect leave slips, prepare and submit time and attendance, reconcile leave slips against submissions, follow up on missing paperwork, maintain knowledge of timekeeping procedures, and track regular and travel compensatory time.
Initiate office purchase requests, enter data, follow procurement procedures, and coordinate outstanding issues with program officers and INL procurement and budget offices.
Arrange staff travel in the E-Travel application; prepare authorizations and vouchers, book travel, request E2 accounts, submit country clearances, and maintain knowledge of travel regulations and procedures. Provide travel briefings or training as needed and prepare paperwork related to danger pay and waivers.
Update office documents such as organization charts, portfolio lists, and phone lists for posting on the intranet; maintain team phone lists and laminated phone cards.
Conduct mail runs as needed and take and type meeting notes and other documents.
Check and maintain office supplies and equipment inventory at least every two weeks, ensure staff have supplies, organize supply closets, and notify appropriate repair staff of maintenance or repair needs.
Follow up with other INL offices on task orders involving repairs, equipment requests, phone or computer moves, and related tasks.
Assist in maintaining the INL/AME SharePoint site, including posting documents for staff.
Serve as INL/AME unit security officer as necessary; prepare daily security-check rosters, stay current on security requirements and training, ensure office compliance, and alert the Deputy Director to security concerns.
Arrange technology and facilities support for staff, including IT log-ons, cell phones, laptops, safe combinations, door signs, supplies, digital video conferences, and conference-room reservations.
Assist with obtaining or renewing passports and visas, including drop-off and pick-up; order business cards; and develop, update, and share office standard operating procedures.
Perform other duties as assigned.