Program Assistant

Department of State – International Narcotics and Law Enforcement (INL) Washington, DC | Onsite | Full-Time About Us Totally Joined for Achieving Collaborative Techniques (TJFACT) is a minority-owned, Service-Disabled Veteran-Owned Small Business (SDVOSB) delivering mission-focused professional services and technology solutions to the U.S. Government. Our teams support critical federal missions through collaboration, innovation, and operational excellence while building lasting partnerships with our customers, employees, and industry partners. About this 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 Program Assistant (PA) will provide programmatic, contractual, logistical, and administrative support to the Bureau of International Narcotics and Law Enforcement Affairs, Office of Africa and the Middle East (INL/AME). The PA will support AME officers in advancing program goals and objectives throughout Africa and the Middle East and will undertake projects and assignments as required. Responsibilities include drafting and preparing documents, collecting and consolidating data and information, responding to requests for information, organizing and attending meetings, coordinating program logistics, and providing general programmatic and administrative support to AME teams. Approximately 50% of the position’s primary responsibilities will consist of administrative support. The PA must demonstrate strong organizational skills, initiative, and the ability to work independently while managing a broad range of support requirements. The position provides support across two Department of State locations: Main State (HST) and Columbia Plaza (SA-1). Please note: This position is being recruited in support of a proposal effort. Any offer of employment is contingent upon contract award and successful completion of all pre-employment requirements. Key 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, 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. Required Qualifications 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 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 Medical, Dental, and Vision Insurance 401(k) with Company Match Paid Time Off Paid Holidays Short-Term and Long-Term Disability Insurance Employee Assistance Program (EAP) Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, protected veteran status, disability, or any other status protected by applicable federal, state, or local law. We reserve the right to modify or revise job descriptions, in whole or in part. Reasonable accommodations will be made in accordance with applicable law. Qualifications Education Experience 2-4 years: Demonstrated experience working in the Department or in INL Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor. #J-18808-Ljbffr TJFACT