Program Assistant

Totally Joined For Achieving Collaborative Techniques•Washington, DC

About The Position

TJFACT is seeking a well-versed Program Assistant to support the Department of State – INL/AME, in Washington, D.C.! This position is equivalent to Program Assistant/ Program Support Specialist Level 2 The purpose of this Third Party Contract (TPC) is to provide a Program Assistant (PA) who shall be ready to undertake projects as required to provide programmatic, contractual, logistical, and administrative support to INL/AME. The PA will support AME officers to advance program goals and objectives in Africa and the Middle East by drafting documents, collecting data, consolidating information, responding to requests for information, organizing and attending meetings, assisting with program logistics, and providing general administrative and programmatic support to help the AME teams. Approximately 50% of the primary responsibility of the PA includes the provision of administrative support. The Program Assistant will be expected to run the scope of a full requirement for organizational and self-starter initiatives in providing a wide range of support services to the bureau, physically located at two sites: Main State (HST) and Columbia Plaza (SA-1). Please note this role a TPC and is contingent upon a contract award.

Requirements

U.S. Citizen
A Bachelor’s degree from an accredited institution
Demonstrated experience working in the Department or in INL
Two to four years’ experience in relevant field
Demonstrated ability to work on projects and issues within overall policy guidelines
Demonstrated skilled in oral and written communication, sufficient to draft action and info memos, congressional testimony, press guidance and congressional and general correspondence
Knowledge of international narcotics and law enforcement issues
Active Security Clearance Required

Nice To Haves

Demonstrated experience (academic or prior work) with the Middle East or Africa
Proficient in Department systems such as TATEL, E2, SAMS, and ILMS/Ariba
Demonstrated experience with project management
Foreign language skills, especially French or Arabic (spoken)
Graduate degree from an accredited institution
Demonstrated experience developing or managing new initiatives and tasks
Demonstrated ability to identify and complete tasks independently and of own initiative.
Demonstrated experience conducting research and drafting papers for the Department
Demonstrated experience working on anticrime issues
Ability to establish and maintain effective relationships
Ability to provide excellent customer service
Excellent organizational skills, including the ability to prioritize tasks and meet deadlines

Responsibilities

Supports program activities; assists in coordinating the implementation of projects within a portfolio
Aids in drafting success stories, briefing papers, talking points, and presentations for management review and use
Manages program files and records; tracks reports; serves as the office Records Management Officer
Researches materials as required to compile information, reports, and statistical information regarding the supported program
Assists with preparing justifications and memoranda for presentations to OMB and Congress
Aids in office outreach projects by conducting logistical support
Assists the office in shepherding the paperwork and procedures required to award, monitor, and close inter-agency agreements (IAAs), cooperative agreements, grants, contracts, and other relevant implementing agreements or funding actions for final processing by a government representative
Conducts market research and completes IGCEs for solicitations and procurements for review and approval by government representatives.
Monitors activities of implementers and reports to government representatives on the status of implementer progress towards meeting the goal, objectives, and completing deliverables
Provides general support to INL/AME teams, including but not limited to assembling briefing books, reports and updates, scheduling meetings, and supporting Bureau-wide events
Facilitates the clearance of various programmatic documents by appropriate offices, including trip reports, daily activity reports, Action Memos, Information Memos, talking points, and Briefing Checklists, ensuring they are submitted to the appropriate recipient
Composes correspondence as directed, such as thank you letters, acceptance of invitations, invitation letters, etc.
Supports program activities; assists in coordinating the implementation of projects within a portfolio
Collects and prepares AME weekly documents and “Welcome Home” notes to ensure they are in proper format
Helps prepare trip books and briefing books in coordination with program officers
Works on special projects such as AME 101 training session and new personnel on-boarding
Organizes office discussions, brownbags, and briefings and develops thematic topics for these discussions
Helps Cross-Cutting Team with various collection and coordination of office-wide taskers as needed
Provides program support as needed, including assisting INL/AME employees with SAMS grant system entry
Prepares or assists in the preparation of correspondence, forms, reports, cables or other documents, utilizing desktop computer word processing systems, ensuring correct punctuation, capitalization, spelling, grammar, and conformance to style.
Finalizes INL Front Office documents, ensuring all tabs, cover pages, etc., are in the proper configuration and comply with format guidelines, securing the Office Director’s signature, and delivering to the front office, if necessary
Assists in drafting and sending cables through the Department’s cable system (e.g., SMART) for the office
Develops, maintains, and provides on-boarding package for all new staff
Facilitate and Enhance AME Office Operations and Efficiency
Schedules large meetings, conferences, training sessions, etc. including reserving the appropriate venues.
Selects time and location, invites participants, ensures all required materials and services are provided in a timely manner, attends the meetings and takes notes, prepares reports of the proceedings, and disseminates accordingly
Effectively enhances the ability of the office to support overall mission requirements through skilled use of spreadsheet or database software, word-processing software, Microsoft SharePoint, and graphics and presentation software to draft, edit, and track documents
Provides administrative and clerical assistance to the Director, Deputy Director, Team Leads, and INL/AME staff
Manages the Office Director’s schedule, places meetings on the Microsoft Outlook calendar, and confirms outside appointments in advance
Meets, clears, and/or escorts visitors, cleaning staff, and others without badges around the building or office suite on behalf of AME
Updates and maintains various email/office distro lists and set meeting calendar invitations; sets up office staff/all-hands meetings.
Acts as the timekeeper for the INL/AME office, collects leave slips, prepares and submits time and attendance (T&A) for the office.
Compares leave slips against T&A submissions to ensure they match and ensure all staff turn-in proper documentation for timekeeping; follows up with staff as necessary to fill in gaps of paperwork.
Acquires and maintains knowledge of time and attendance rules, regulations, forms, and procedures
Keeps track of regular and travel comp time for the office as required
Acts as the purchase request initiator for the office, enters data, follows procurement procedures, and works with INL/AME’s program officers, the INL procurement office, and the INL budget office on any outstanding issues
Arranges travel for AME staff and others as needed in the E-Travel application, prepares travel authorizations and vouchers, and books travel arrangements.
Requests new E2 accounts for office, submits country clearances, and maintain knowledge of travel regulations and procedures.
Keeps abreast of travel guidance and bureau SOPs and provides briefings/trainings to the office as needed.
Prepares paperwork to request danger pay, waivers within regulations, etc. related to travel.
On a monthly basis, updates office documents such as Organization Charts, portfolio lists, phone lists, etc. and submits the relevant documents for posting on the Intranet Website, as requested
Updates the various phone lists for the office and teams, as well as the laminated phone cards, on a quarterly basis
Conducts mail runs to the mailroom as needed
Takes and types meeting notes and other documents for AME meetings as needed
No less than every two weeks, checks and maintains inventory of all office supplies and equipment (i.e., regular office supplies such as paper and pens, toner cartridges, laminate cover for small phone cards, notebooks, etc.), ensures staff have adequate supplies on hand at all times, and notifies appropriate repair staff of any office maintenance and/or repair requirements
Keeps the supply closets organized at all times
Follows up, as needed, with other INL offices on task orders related to office repairs, new equipment requests, movement of phones or computers, or other tasks
Assists in maintaining INL/AME Sharepoint site, including posting documents for staff, as requested
Serves as unit security officer for INL/AME, as necessary; prepares roster for daily security check; stays up-to-date on security requirements and training; ensures office compliance with security requirements and alert Deputy Director of any security concerns
Makes arrangements for providing tech and facility support to all INL/AME staff, including securing IT log-ons, obtaining cell phones and laptops, handling safe combinations, preparing door signs, distributing supplies, setting up digital video conferences, reserving conference rooms, and other preparations
Assists the office in obtaining new or renewed passports and visas, including drop off and pick up of such items
Orders business cards for office
Develop, update, and share office SOPs on various actions such as how to order business cards, comp/overtime, clearance process, etc.
Other duties as assigned.