Program Assistant (AME)

PROGRAM ASSISTANT - SOW

The Program Assistant (PA) 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).

BACKGROUND

The U.S. Department of State is the lead institution for the conduct of American diplomacy, and the Secretary of State is the President's principal foreign policy advisor. The Department of State's mission is to advance U.S. national security interests, fight terrorism, protect U.S. interests abroad, and implement foreign policy initiatives that build a freer, prosperous and secure world.

The Bureau of International Narcotics and Law Enforcement Affairs (INL) keeps Americans safe at home by countering crime, illegal drugs, and instability abroad. INL advances U.S. national security and foreign policy interests by helping foreign partners build, reform, and sustain effective criminal justice systems to disrupt illicit drugs and transnational organized crime - addressing these threats at their source before they reach the United States, hurt U.S. citizens, and damage U.S. businesses.

INL's Office of Africa and the Middle East (INL/AME) is responsible for the development, supervision, coordination, and implementation of international narcotics control and anticrime foreign assistance activities and policy for Africa and the Middle East.

DUTIES & RESPONSIBILITIES

General Program Support

• 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, brownbag, 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

• Schedule 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. Keep abreast of travel guidance and bureau SOPs and provide 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
• Take and type 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 alerts Deputy Director of any security concerns
• Make 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
• Order 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.

MINIMUM QUALIFICATIONS

• Must be a U.S. Citizen or legal U.S. resident;
• 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

PREFERRED QUALIFICATIONS

• 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

CLEARANCE:

A Secret security clearance is required for this position; work may begin with an interim Secret security clearance.

LEVEL OF EFFORT

Hours for this full-time position will be the core hours of the Department of State in Washington, DC: Monday through Friday, 8 hours a day, 40 hours a week.

TELEWORK

If applicable, telework is authorized only with prior INL Office Director, Contracting Officer, and Contracting Officer's Representative approval, in accordance with Department of State and INL policies.

SUPPLEMENTAL HOURS

Supplemental hours are not authorized for this position.

POSITION LOCATION:

The physical work location is INL/ AME office within State Annex 1 (SA-01), Columbia Plaza, 2401 E Street NW, Washington, DC.

GOVERNMENT FURNISHED EQUIPMENT

DOS will provide office space, computers, phones, and other required equipment and supplies necessary to complete all job requirements. DOS will own and maintain all government furnished property.

TRAVEL

Travel is authorized for this position in accordance with the award and shall not exceed the designated ceiling.

TRAINING

This BPA Call provides for mandatory training for DOS-specific equipment, systems, and processes (reference 13 FAM 300 Agency Mandated Training), which shall be completed promptly and in accordance with Department policy. This training does not require INL Contracting Officer (CO) approval.

Travel-related training (i.e. FACT (CT650), HTSOS-C etc.), may be required, if applicable. The Contractor's Program Manager (PM) shall coordinate with INL/EX/GAPP to determine if applicable and if INL (CO)'s approval is required prior. All other training requires INL CO approval.

USGI offers a competitive salary and comprehensive benefits including health, dental and vision benefits, life insurance, AD&D, short and long-term disability insurance, 401(k) plan with company match, plus generous PTO offerings to include vacation/sick days, bereavement leave, and 11 paid Federal holidays. USGI is an equal opportunity employer, all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.