Program Assistant, IVLP

We are seeking a Program Assistant to support the International Visitor Leadership Program (IVLP). Launched in 1940 by the U.S. Department of State, IVLP advances U.S. national security priorities and builds long-term relationships between Americans and international leaders in government, business, academia, and other fields, by bringing emerging foreign leaders to the United States to engage with their professional counterparts.

Provide basic administrative support on a core project and/or technical operations (e.g., processing payments and making travel arrangements). Assist with the monitoring of progress towards attainment of objectives and deadlines, reporting results to appropriate staff. Communicates extensively with staff and colleagues. This is a hybrid role in Washington DC.

Essential Job Functions

Finance Support (50-75%):

• Payment processing: receive invoices in financial system of record, compile payment packages, obtain approvals and submit for processing.

• Produce financial documents; maintain financial data in project databases

• Provide point of contact support for project staff, such as processing reimbursement requests and invoices.

Programmatic Administration (25%-50%):

• Make logistical arrangements for groups of international visitors to the United States, including travel, hotels, ground transportation, and coordination with local sponsors

• Produce project materials, including but not limited to arrival packets, administrative documents, and name badges

• Plan for project-related meetings; booking conference rooms; ordering catering; preparing materials, etc.

• Set-up technology for meetings; manage virtual meeting production logistics in coordination with program officers

• Brief interpreters and international participants on administrative procedures and logistical arrangements pertaining to their projects

• Maintain document management site, project files and databases  

• Maintain, copy, and coordinate storage and archiving of files.

• Serve as a backup to others at same level.

Applied Knowledge & Skills:

• Articulate, professional and able to communicate in a clear, positive manner with clients and staff.

• Must be able to read, write and speak fluent English, fluent in host country language as appropriate.

• Basic knowledge of concepts, practices and procedures with project design.

• Strong oral and written communication skills.

• Demonstrated proficiency with Microsoft Office suite software.

• Ability to problem solve and recommend corrective action as needed.

• Strong organizational and attention to detail needed to adhere to project deadlines.

• Effective communications in information shared by ensuring attention is paid to the specific components (i.e., formatting) of the communication, successful delivery and accountability for specific components (i.e., keeping timelines updated).

Problem Solving & Impact:

• Works on problems that are limited in scope.

• Problems are routine in nature and are standard procedures and policies.

• Works independently and within a team on special non-recurring and ongoing projects.

• Exercises judgment within defined practices and policies to perform duties.

• Decisions made generally affect own job or specific functional area.

Education

• Associate's Degree or its international equivalent

Experience:

• 0 - 2 years of relevant administrative experience.

• Prior experience using Microsoft Office Suite required.

• Strong organizational skills and a proven ability to handle logistics for multiple projects on different timelines.

• Experience processing payments is an asset.

• Strong oral and written communication skills; demonstrated professionalism in written correspondence.

• Demonstrated strong interpersonal and cross-cultural communication skills, and interest in international exchanges.

• English proficiency is required.

Typical Physical Demands:

• Typical office environment.

• Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.

• Ability to sit or stand for extended periods of time.

• Ability to lift or move up to 5 lbs.

Technology to be Used:

• Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.

Travel:

• Less than 5%

Location Requirement:

• Must reside in the Washington, DC area, and be able to work often from the DC office and attend project activities around the DC area.

The expected US-based hiring salary range for this role is listed below. FHI 360 pay ranges represent national averages that vary by geographic location. When determining an offer amount, FHI 360 factors in multiple considerations, including but not limited to: relevant years of experience and education possessed by the applicant, internal equity, business sector, and budget.  

Base salary is only one component of our offer. FHI 360 contributes 7% of monthly base pay to a money purchase pension plan account. Additionally, all US based staff working full-time, which is calculated at 40 hours/week, receive 18 days of paid vacation per year, 12 sick days per year, and 11 holidays per year. Paid time off is reduced pro rata for employees working less than a full-time schedule. 

US-based hiring salary range: USD 45,000 - 55,000 annually

International hiring ranges will differ based on location

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

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