Admin and Support II - Justice Sector Administrative Clerk

Olgoonik is an Equal Opportunity Employer

Overview:

The Justice Sector Administrative Clerk provides essential administrative and clerical support to the Bureau of International Narcotics and Law Enforcement Affairs (INL) justice sector programs. This role ensures that program operations run smoothly by maintaining accurate records, supporting legal and judicial initiatives, and assisting with day-to-day administrative needs.

Primary Responsibilities:

• Providing administrative support to the Justice Sector Reform (JSR) Program Manager, Justice Sector Program Specialist and the Forensics/violence against women and children Program Specialist, performing a variety of complex responsibilities and at times difficult paraprofessional and clerical assignments in support of various functions within INL projects.
• responsible for providing information to Program Managers and Program Specialists to ensure program-essential equipment/services/supplies and training requirements are obtained in a timely manner to guarantee successful project implementation, and performs related duties as required. 
• responsible for maintaining close communication and working relationships with the INL Procurement & Acquisitions team to prepare procurement packages to be submitted into the procurement system with the corresponding support documentation.
• responsible for collecting quotes, reviewing specifications, helping prepare Statements of Work or Performance Work Statements, etc.
• responsible, under the direction of the Program Manager and in cooperation with the Procurement & Acquisitions Team, for conducting market research, including for complex equipment such as electron microscopes, security cameras, etc. 
• responsible for coordinating with INL Program managers and providing logistical, clerical and as necessary procurement support on INL-program wide equipment purchases, program activities, and donation functions, including large and complicated donation events. 
• maintains up to date comprehensive electronic files for each project as required by the INL Acquisition Team. Duties include working in close capacity with the COR, monitoring contractors’ progress and performance to assure compliance with all contract terms and conditions.
• Assignments for this classification involve knowledge of computer usage and various software applications and data management.
• responsible, under the direction of the program manager, for coordinating every part of the oficios process, including receipt, response, tracking and follow up, for all oficios received by the JSR team.
• responsible for creating complex documents in Excel to keep track of myriad activities, such as tracking mechanisms for trainings and oficios. 
• responsible for maintaining accurate, detailed and timely records on program operations related to oficios, purchases, donations, trainings, travel, vetting, and meetings.
• responsible for attending meetings with GOCR and U.S. counterparts as directed by the Program Manager, including preparing agendas and keeping detailed minutes of all meetings, following up as indicated.
• responsible for preparing all JSR meeting agendas and taking and timely filing meeting minutes. 
• responsible for making complex event and travel arrangements for all JSR activities, including donation ceremonies, site visits, and grant and program-related activities.
• responsible for communicating with U.S. and GOCR counterparts, under the direction of the Program Manager and Program Specialists, on issues related to oficios, procurements, event programming, and performing required follow-up, including obtaining required information, documents, and setting up follow-up meetings. 
• responsible for accompanying JSR staff on site visits as needed, performing all manner of logistical support, including travel, informatics, and communication. 
• Applicant is responsible for drafting donation letter addressed to the host government, also responsible for orchestrating all logistical arrangements in collaboration with the end of use monitoring (EUM) receiving clerk, the end user and the INL Program.
• Applicants must possess the years of specialized experience described below in administration or management, be highly flexible and willing to work under conditions of ongoing change, while remaining professional and respectful of colleagues and authority.. 

Supervisory Responsibilities:

• None

Education and/or Experience:

• A High School Diploma
• At least three (3) years of progressive demonstrated experience in administration and management (program management, accounting, procurement, etc.) 
• Good analytical skills are required. 
• Must have a valid Costa Rican drivers license

Knowledge, Skills, and Abilities:

• Local National (LN) or Third Country National. 
• RSO Certification
• English FSI level 3/3
• Spanish FSI level 4/4
• Ability to perform unofficial translations of written documents into Spanish and English and to draft clearly and succinctly in English.
• Knowledge of business and management principles involved in strategic planning. 
• Demonstrated proficiency in using Microsoft Office Suite, MS Word and Excel.
• Have skills in document record and control, and on-line document back record keeping
• Superior communication and interpersonal skills. 
• The ability to communicate information and ideas orally so others will understand.
• Demonstrated ability to work independently on projects and issues within overall policy guidelines.
• Demonstrated communication and liaison skills appropriate to work with a wide variety of governmental, public, and private sector representatives; as well as with local community members and groups.

Certificates, Licenses, Registrations:

• Language – Foreign Service Institute (FSI) level 4/4 Spanish, English level 3/3.

Security Clearance:

• RSO Certification

Physical Demands:

Must be able to physically and medically perform in Guatemala and in challenging environments. While performing the duties of this job, the employee is required to be able to occasionally stand; walk; sit; use hands and/or fingers to handle, or feel objects, tools or controls; operate office equipment, reach with hands and arms; climb stairs; balance; stoop; kneel; talk or hear; taste or smell. The employee must occasionally lift and or move up to 25 pounds.

Travel:

Local and/or international travel may be required.

Olgoonik is an Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), national origin, age, disability, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local laws. As an Alaska Native corporation, Olgoonik provides hiring preference to Olgoonik shareholders, descendants, and their spouses to the extent allowed by law.