About Us:

Totally Joined For Achieving Collaborative Techniques (TJFACT) is a minority owned, CVE verified Service Disabled Veteran Owned Small Business (SDVOSB) performance driven professional services government contracting company that provides a broad spectrum of services and solutions to the U.S government agencies and organizations.

About the Position:

TJFACT is seeking to hire a Program Assistant / Program Support Specialist Level 2 to join our team in support of the Department of State – INL/AME Bureau in Washington, D.C.

The Program Assistant 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.

Duties and 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.
• Research 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, brown bags, 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 packages for 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.
• 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.

• 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 a mail run to the INL Front Office daily and to the mailroom as needed.
  • Takes and types meeting notes and other documents for the Director as required.
  • Assists in preparation of briefing books and other materials for the office (including photocopying, collating, putting documents in binders, etc.)
  • 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.
  • Maintains and updates duty roster list and distribute to the office weekly.
  • Makes arrangements for providing tech and facility support to all INL/AME staff, including securing IT log-ons, obtaining fobs or iPhones/Blackberries, 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

Required Skills and Experience:

• Must be a U.S. Citizen
• A Bachelor’s degree from an accredited institution
• 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 Skills and Experience:

• Demonstrated experience (academic or prior work) with the Middle East or Africa
• Demonstrated experience working in the Department or in INL
• 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 conducting research and drafting papers for the Department.
• Demonstrated experience working on criminal justice reform.
• Ability to establish and maintain effective relationships.
• Ability to provide excellent customer service.
• Excellent organization skills

Benefits:

• Medical, Vision and Dental Insurance
• 401-K plus match
• Paid Vacation days
• Paid holidays
• Short Term and Long-Term Disability
• Voluntary Term Life

TJFACT is an 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 or status as an individual with a disability. EOE/Minority/Female/Disabled/Veteran. We reserve the right to modify or revise the job descriptions in part or in its entirety. Reasonable accommodations will be made in accordance with governing law.