HunaTek seeks a highly organized and detail-oriented person to manage administrative and operational duties related to an annual congressionally mandated report, for our customer, located in Washington, DC. The main responsibility is to manage the day-to-day development of the report and ensure it is produced and ready to be transmitted to Congress by the annual deadline. He/She will serve as the main liaison with U.S. posts overseas and key personnel, including the Department of State’s functional and regional Bureaus, the 7th floor staffers, and other U.S.G. entities such as the National Counterterrorism Center (NCTC) and the White House’s Counterterrorism staff. He/She will be responsible for initiating the formation of the report, update the submissions received from posts, ensure the submissions received from posts meet the statutory requirements, and is produced timely and delivered to Congress and posted on the State Department’s internet website for the American citizen to read and is 508 compliant.
He/She will also manage the Department of State’s and interagency responses, manage a SharePoint site, respond to the email distribution needs, and collaborate closely with the project manager within the bureau. This position requires strong communication, organizational, and problem-solving skills, agility, flexibility, independent thinking, and excellent interpersonal skills. Also, the ability to work effectively and efficiently in a fast-paced, collaborative environment. He/She manages the complete process of the development, formation, implementation, and release of the annual report to Congress.
Key Responsibilities:
- Serve as the day-to-day working-level point of contact for U.S. Department of State and the interagency, on the annual Country Reports on Terrorism (CRT).
- Meet and report to the CRT Lead to review defined overall goals and objectives of completing report timely and assist with putting them into effect. Duties may include: collecting data, editing inputs from stakeholders so the CRT has one voice; circulating and following up on clearances; and tracking the overall progress of the development, clearance, and publishing of the CRT.
- Coordinate annual After-Action Review meetings and provide recommendations for making the CRT process more efficient and effective and address lessons learned.
Report Management and Coordination:
- Oversee the preparation, updates, and submissions from posts, ensuring accuracy and compliance with deadlines.
- Coordinate updates of the report and sharing the report within the Department and interagency community by liaising with relevant stakeholders across the Department and interagency community.
- Track and manage contributions from various embassies, bureaus, offices, and agencies, ensuring timely responses and adherence to established Department guidelines.
- Help ensure timely action by relevant managers and staff; review draft materials and makes a/o suggest changes as appropriate, anticipating questions likely to be raised.
- Reviews drafts and narrative and incoming mail and correspondence for content and accuracy in order to assign appropriate action/distribution within the Department for review and clearance.
- Reviews the drafting of the report, provides copy editing, and prepares the report for senior management to review and clear.
- Assist CT/PA in responding to taskers, requests for information, data calls, etc., when necessary.
- Assists with the release of the Report depending on how senior management wants to release the report.
- Advises CT personnel of overdue items, upcoming deadlines, and provides recommendations to senior management on the priority of issues.
Administrative Duties:
- Receive and make the appropriate disposition of a high volume of emails from the Department pf State and interagency community.
- Draft standard operating procedures (SOPs), and develop and maintain web-based platforms to coordinate and track taskers, and interagency reviews of documents and products to improve CT/PA’s coordination.
- Assist T-Outreach staff and other CT staff in coordinating the production of information, data, and statistical analysts for the report and materials including quality control of paper flow;
- Work across the Department of State to draft information requests/ALDACs, and to collect and analyze input from Embassies worldwide, as well as relevant regional and functional bureaus, in the development of the CRT.
- Respond to inquiries and requests from email distribution lists, providing timely and professional communication, and resolving questions and comments posed in the preparation of the report;
- Maintain accurate records of correspondence, updates, and decisions related to the development of the report.
- Helps ensures the appropriate material requiring action is brought to the attention to the Government Technical Monitor (GTM).
- Prioritizes tasking requesting under appropriate Government supervision.
- Other Duties as assigned.
SharePoint Site Management:
- Manage and maintain the SharePoint site dedicated to the report, ensuring it is organized, up-to-date, and accessible to authorized users.
- Upload and archive relevant documents, track changes, and manage permissions for site users.
Interagency and Department Coordination:
- Facilitate communication and collaboration between Department offices and interagency partners to ensure alignment and consistency in responses.
- Organize and participate in meetings, providing agendas, minutes, and follow-up actions as needed.
Collaboration with Project Manager:
- Work closely with the bureau’s project manager to ensure seamless execution of tasks and alignment with broader project goals.
- Provide regular updates on progress, challenges, and solutions to senior CT management.
Qualifications:
- Education: Bachelor’s degree in public administration, international relations, communications, or a related field. Advanced degree preferred but not required.
- Experience: Minimum of 3-5 years of experience in project coordination, administrative support, or a related role. Experience in government or interagency settings is highly desirable.
- Skills:
- Exceptional organizational and time-management skills.
- Strong written and verbal communication abilities.
- Proficiency in Microsoft Office Suite, including SharePoint.
- Ability to manage multiple priorities and meet tight deadlines.
- Familiarity with government reporting processes and interagency coordination.
Work Environment:
This position will primarily operate in a professional office setting, with occasional situational telework, as needed. The contractor must be able to work independently while maintaining close communication with the project manager and other stakeholders and hold a Secret clearance level.
This job description will be reviewed periodically as duties and responsibilities change with business necessity. Essential and marginal job functions are subject to modification.
Equal opportunity employer as to all protected groups, including protected veterans and individuals with disabilities.
Equal employment opportunity, including veterans and individuals with disabilities.
