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Program Assistant - Woodrow Wilson International Center for Scholars - Washington DC, DC

Summary

About the Agency

The Woodrow Wilson International Center for Scholars is seeking a Program Assistant for the Africa Program. The Wilson Center is the living, national memorial to President Wilson established by an Act of Congress in 1968 and headquartered in Washington, D.C. The Center provides an essential link between the policy and academic communities by creating programs and communication opportunities that examine current and emerging challenges confronting the United States and the world. It is a non-partisan/non-advocacy institution supported by both public and private funds. The Center is (along with the National Gallery of Art and the Kennedy Center) one of the three special institutions created by congressional statute to perform a national mission within the Smithsonian Institution. It is governed by its own presidentially appointed Board of Trustees. The Center sponsors basic, original scholarship and dialogue covering both international and domestic issues through its programmatic offices. The Center conducts an active program of publishing and outreach through its various print, electronic and multimedia presentations. All duties and responsibilities are conducted within the framework of the Center’s congressionally mandated mission with a view toward advancing our understanding of a variety of issues and in strengthening the importance between worlds of learning and public policy.

Duties

The Africa Program’s mission is to analyze and address some of Africa’s most critical, current and over-the-horizon issues; to foster policy-focused dialogue and options for stronger and mutually-beneficial U.S.-Africa relations; and to enhance knowledge and understanding about Africa in the United States.

The Africa Program has four programmatic pillars: i) governance and leadership; ii) security, conflict management, and peacebuilding; iii) trade, investment, and sustainable development; and iv) Africa’s evolving role in the global arena. The roles of youth, women, and technology are critical to Africa’s future - to good governance, securing peace, mitigating poverty and assuring sustainable development and human security. As such, these issues are addressed across all four thematic areas.

Duties and Responsibilities:



The incumbent serves as the principal administrative assistant for the Africa Program and is responsible for planning, executing and closing out the Program’s workshops, conferences, seminars, and meetings,. As such, the incumbent:

1. Provides administrative, logistical, and research support for all Africa Program activities and events.
2. Maintains the short and long-term Program timeline and calendar of events, with particular attention to grant-based deliverables and timelines.
3. Arranges travel and accommodations for the Director as well as the Program’s invitational travelers, preparing travel authorizations and vouchers to reimburse speakers and staff members for travel expenses.
4. Provides support for all aspects of the Africa scholar program, including planning and executing associated events and virtual meetings, assigning interns to scholars, handling all the pre-arrival preparations like travel logistics, liaising with communications staff on pre-arrival promotion and editing all written materials, and overseeing the scholarship competition process.
5. Monitors, tracks and submits grant-related expenses to the shared tracking system in coordination with the Program Associate. Tracks travel-related expenditures for Africa Program accounts and reconciling those accounts with reports provided by the Wilson Center’s Financial Management Office.
6. Routinely drafts correspondence for the Program Director’s signature. Also drafts and prepares a variety of program-related correspondence, talking points, reports, forms, and other materials related to Project activities.
7. Drafts and sends invitations for meetings via email; arranging for meeting rooms, coordinating catering services, preparing all meeting signs, tent-cards, and any other necessary arrangements to ensure overall success of the meetings. Coordinating with Wilson Center Audio Visual and External Relations to communicate special requirements for meetings, and ensuring inclusion of meetings on the Wilson Center’s strategic planning calendar.
8. Organizes the Africa Program’s staff meetings.
9. Organizes, maintains and regularly updates all files on all meetings, ongoing projects, and funding sources.
10. Assists with maintaining and updating the Africa Program’s database.
11. Performs research related to program activities and event topics.
12. Assists with the production of meeting/conference reports, annual reports, impact assessments, briefing notes, program newsletters, grant applications and concept notes, and publications.
13. Assists with the recruitment, orientation, supervision, and out-processing of interns.
14. Coordinates and prepares the Director’s travel-related requirements.
15. Assists the Communications Assistant with the maintenance of the Programs’ Web sites, including working the technical computer staff, and researching and updating links.
16. Organizes, maintains and archives files on all events, and funding sources.
17. Arranges for facilities, catering and other necessary services for events.
18. Helps to gather narrative and statistical data to prepare various financial reports to funders.
19. Performs research related to program activities; including library and Internet searches, writing literature reviews and keeping abreast of new developments in Africa and in U.S.-Africa relations.
20. Performing other duties as assigned.

Travel Required

• Occasional Travel
• Supporting conferences and events.

Relocation Authorized

• No

Job Requirements

Key Requirements

Qualifications

Specialized Experience Statement:This position requires a B.A. in African studies, international relations, or other field related to Africa or U.S.-Africa relations; excellent organizational skills, event planning experience and research skills; a good working knowledge of the policies, priorities and activities of the Africa Program; and personal computer skills including the ability to use a variety of software packages (Microsoft Suite) to perform/automate office work. The position also requires the ability to communicate effectively, both orally and in writing; knowledge of proper grammar, spelling, punctuation and style; foreign language proficiency desirable, knowledge of French highly desired; basic accounting, grant management and budgetary skills; ability to handle the logistical aspects of international and domestic conference coordination and event planning; ability to use a variety of research sources such as library, internet, and propriety sources such as Lexis-Nexis; previous website development experience preferred. In addition, field or work experience in Africa is highly desirable.
To be minimally qualified applicants must have a Bachelor's degree in African studies, international relations, or other work or field experience related to Africa or U.S.-Africa relations highly desirable.
Knowledge Required by the Position

Excellent organizational and research skills, as well as experience planning, implementing, and closing-out events. Experience arranging high volume, complex international and domestic travel, and logistical aspects of conference coordination. Personal computer skills including the ability to use a variety of software packages, especially Microsoft Word, Outlook, Excel, and PowerPoint, to perform/automate office work. The position also requires the ability to communicate effectively, both orally and in writing, including drafting a variety of documents, reports, and summaries for a professional audience; knowledge of formal, professional communication, cross-cultural communication, proper grammar, spelling, punctuation, and style; French language proficiency, both oral and written, is highly desirable, but not required; basic accounting, grant management, and budgetary skills; basic project support and calendar management skills.

Security Clearance

Public Trust - Background Investigation

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