We are International Business & Technical Consultants, Inc. (IBTCI), a global consulting firm supporting some of the most complex development problems worldwide. Are you interested in being part of programs that help government agencies, private companies and donors improve the lives of others? At IBTCI you will be part of an inclusive team that provides expert solutions and advice to understand and advance critical problems while giving you opportunities to succeed and grow.
Job Title: Administrative Assistant (LAC/NTTA)
Department/Location: Washington, DC
Reports To: Contract Project Director and USAID LAC Manager
Type: Regular Full-Time
Classification: Full Time, Non-Exempt
U.S. Agency for International Development’s (USAID) Bureau for Latin America and the Caribbean (LAC) helps to make the U.S. and the Western Hemisphere more peaceful, secure, and prosperous by strengthening the capacity of the governments and private sector entities. Throughout the region, USAID has 13 field offices, 4 regional programs, and Washington-based programs focusing on Cuba, Ecuador, and Venezuela.
The Northern Triangle Task Force (NTTF) was established April 13, 2021 to address a unique crisis in the LAC region. The objective of the NTTF is to coordinate USAID’s programmatic response to mitigate and address the root causes of migration from the Northern Triangle of Central America (El Salvador, Guatemala, and Honduras), specifically in line with Executive Order 14010: Creating a Comprehensive Regional Framework to Address the Causes of Migration, to Manage Migration Throughout North and Central America, and to Provide Safe and Orderly Processing of Asylum Seekers at the United States Border, issued on February 2, 2021, and associated plans.
The incumbent to this position provides numerous administrative support functions for the senior Bureau leadership to conduct their business. This includes the NTTF Executive Director and any/all the Deputy Assistant Administrators and other Senior Staff, as may be appropriate. This position is a long-term ISP Contract which runs until on/about August 9, 2025. The incumbent is part of the front office support team and will receive guidance and direction from the Executive Director of the NTTF. The position is in the Ronald Reagan Building LAC Bureau but during the COVID pandemic, staff will work remotely.
Essential Duties, Tasks, and Responsibilities:
- Develops a broad range of scheduling, organizational, and logistical support mechanisms requirement for meetings, workshops, conference, and retreats for Senior front office staff communicating with LAC staff.
- Drafts talking points, briefing papers, and official correspondence ensuring grammatical correctness and adherence to LAC protocols for correspondence.
- Prepares LAC staff and Bureau principals for key meetings, events conferences, travel, etc., by coordinating with Office Directors and others appropriate staff on briefers and pre-brief documentation.
- Compiles and/or prepares briefing and program/security folders for LAC Bureau leadership contain all relevant information for the following day’s events and activities.
- Serves as lead or alternate point of contact (POC) on scheduling and coordinating with various functional offices.
- Drafts emails and other correspondence for LAC Bureau staff and leadership in response to correspondence. As requested, represents the front office attending meetings reporting back salient points to senior leadership.
- Incumbent provides several administrative support work functions that may include, but not limited to: a) maintaining electronic/hard copy files per USAID regulations; b) per federal and Agency requirements, maintains classified information up to secret level, ensuring logs, safes and ensure files are maintained per Agency regulations; c) managing schedules for senior staff; d) logging, processing, tracking, and filing all incoming and outgoing correspondence; e) receiving and responding to incoming calls and front-office visitors; f) arranges travel, including itineraries transportation, ECC requests, and lodging. This also includes travel authorizations and vouchers in E2. As needed, accompany Bureau staff on overseas travel to provide administrative and logistics support. Coordinates travel planning between staff and USAID’s travel agency; g) manages senior staff timesheet actions in WebTA; and performs other admin tasks as may be assigned.
- Assist in the development and maintenance of a digital systems for consolidating and managing LAC’s publications, reports, briefers, and data to include filing system maintenance, records retirement for LAC offices – both paper and electronic.
- Incumbent must have active secret clearance.
- 3 years of experience combining administrative support with writing and electronic information and systems management
- Excellent oral and written communication skills and the ability to communicate effectively with a wide range of people.
- Experience workinf in team environment in a fast-paced setting and maintaining decorum.
- Must have strong problem solving, organizational and time management ability.
- Familiarity with the Google suite of applications (Gmail, excel, word, calendars, etc.)
Preferred Knowledge, Skills and Abilities:
- Familiarity with common USAID systems including E2, GLASS, ECC request system, etc.
- A second language to include Spanish.
- Bachelor’s Degree in degree in political science, economics, international relations/development, anthropology, areas studies, etc.
Working Environment: Work is typically performed in an office environment based in Washington, DC. It will begin with remote work until COVID-19 restrictions change.
Physical Requirements: This is largely a sedentary position that requires the ability to speak, hear, see, and lift small objects up to 20 lbs.
Supervisory Responsibility: This position will be embedded in USAID/Washington LAC and will not have supervisory responsibilities.
Travel: International travel may be required and could include travel to fragile or conflict-prone zones.
Work Authorization: Must be authorized to work in the U.S.A. Visa sponsorship is not available for this position.
IBTCI has been in business since 1987. We specialize in Monitoring, Evaluation, Research and Learning (MERL), Institutional Support (IS), Financial & Risk Management (FRM), Supply Chain Management and Procurement (SCMP); Social & Behavior Change (SBC) and Capacity Building. We provide these services across many sectors including, but not limited to, agriculture, resilience & food security, conflict & crisis, democracy & governance, economic growth & trade, education, energy & Infrastructure, environment & climate change, global health & WASH and humanitarian and disaster assistance.
Are you looking for a company that offers worthwhile opportunities for your professional growth? At IBTCI, our colleagues are encouraged to collaborate and be part of the solution while getting the tools and guidance needed to grow and support our clients’ missions.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
IBTCI is committed to a policy of equal employment opportunity for all persons without regard to race, color, religion, sex, age, marital status, disability, sexual orientation, national origin, disabled veteran or Vietnam-era veteran, or any other classification protected by applicable anti-discrimination laws. We prohibit and do not tolerate any form of discrimination or harassment. We are an E-Verify Employer. VEVRAA Federal Contractor.
If you are an applicant with a disability that requires a reasonable accommodation to complete any part of the application process or are limited in the ability, or unable to use the online application system and need an alternative method for applying, you may contact the Talent Acquisition Team at email@example.com.