🇸🇱 Job Vacancy @ Peace Corps – Programming & Training Administrative Assistant

SCOPE OF WORK

(Recruitment, PSC Duties, and Performance Reviews)

• Minimum Requirements:

At a minimum, the successful candidate’s CV must demonstrate the following:

• Education/Certification:
  • Completion of Secondary School education
  • A Diploma from an accredited university/Vocational Institution in business administration, accounting, finance, marketing, economics or a closely related field;

• Years of Experience: A minimum of two (2) years’ experience in receptionist duties, clerical and computer skills with administrative experience.
• Proven proficiency in spoken and written English at a professional level, and spoken Krio
• Experience working in a multi-cultural environment
• Demonstrated knowledge and experience with MS Office computer applications (Word, Excel, Outlook).

• Preferred Qualifications: 

• Preferred candidate should have in-depth knowledge of interpreting Sierra Leonean culture.
• Experience supporting teams with complex operations and budgets.
• Ability to work independently with little to no supervision.
• Excellent interpersonal skills and ability to work across multiple units.
• Demonstrated ability to prioritize and multitask with competing demands.
• Detailed oriented and works well under pressure and in a fast-paced environment.

• Background

The mission of Peace Corps worldwide is to promote peace and friendship. Peace Corps was invited to Sierra Leone in 1962, since then hundreds of Peace Corps Volunteers have worked in the fields of Education, Health, Agriculture, and Community Economic Development. The work of Peace Corps Contractor does not limit itself to the role: active support of the Peace Corps mission is paramount to the job because contractors are representatives of Peace Corps in Sierra Leone.

Peace Corps’ mission is to promote Peace and friendship by fulfilling three goals:

• To help the people of interested countries in meeting their need for trained men and women
• To help promote a better understanding of Americans on the part of the peoples served
• To help promote a better understanding of other peoples on the part of Americans

• Objective of the Position

The Programming and Training Administrative Assistant (PTAA) position will serve as a liaison between the Programming & Training (P&T) and Administration Departments to ensure all administrative tasks are completed for all P&T events. The PTAA is responsible for performing standard secretarial, logistical and fiscal administration support functions for the P&T Department that aides in the administrative support for trainings, meetings and conferences.  Depending on the activity/ event, the incumbent will work under the supervision of the Director of Programming and Training (DPT)  and Training Manager (TM).  A portion of the PTAA’s time is supporting Pre-Service Training (PST).

Due to the myriad of duties required, the PTAA requires a high degree of prioritization, organizational skills and attention to detail and can reasonably expect to work some evening, holiday and weekend hours.

• Tasks & Deliverables 

Administrative Responsibilities:

• Serves as a point person between P&T Department and Admin Department for the administrative and clerical tasks for P&T events such as (not limited): PST, IST, COS Conference, etc.
• Ensures the required information for P&T related contracts and other administrative tasks are completed timely and accurately.
• Works with programming and training and administrative staff members to assure appropriate budgets and expenditures.
• Other duties as assigned.

During PST:

• Provides secretarial support for all PST staff, which includes but not limited to:
  • Maintaining files and calendars (electronic and hard copies):
    • Staff rosters, including housing locations, and files.
  • Ensures the P&T office is efficient and effective by:
    • Establishing an inventory system for the office and Trainees
    • Tracks usage of stationary products
    • Makes copies/ binding
    • Maintains office IT: copier, printer
  • Maintains efficient flow of information.
• Photocopies and binds printed materials.
• Maintains timesheets for all staff, checks for completeness, and submits to Administrative Assistant every two weeks.
• Serves as sub-cashier following all relevant procedures and process related to this function.
• Performs other duties, as necessary and appropriate, for the smooth functioning of PST

Volunteer Support:

• Supports Program Managers’ efforts to enhance Volunteer effectiveness.

• Identifies and immediately communicates Volunteer safety and security concerns and issues to the Safety and Security Manager (SSM) and the Country Director (CD).

• Provides support to the Language and Cross Culture Coordinator for host families identification as per request.

During PST:

• Responds to Trainee and PCV Resource requests for assistance in regards to office equipment and supplies.
• Observes strict confidentiality in regards to Trainee appraisals and discussions at all times.
• Dresses according the P&T dress code and interacts professionally with staff and trainees.
• Meets regularly with the Training Manager and other training staff to discuss trainees’ and volunteers’ progress as well as planning any upcoming events.

Site Development:

• Assists Program Managers and Community Liaison Officer in site identification, preparation, monitoring and assessments.
• Ensures quality of the site files and documentation

• • Ensures all site files have been signed by Medical, Safety and security and the Country Director.

• Assists with the purchasing of the housing upgrades- compliance and documentation.

• Assists in the drafting and execution of trip plans for P&T staff.

Other Duties

• Ensure complete confidentiality regarding all information related to PC staff, volunteers and operations.
• Provides training to staff and Peace Corps Volunteers as requested.
• Serves as back-up support for and/or carries out the duties and responsibilities of the Executive Assistant, or Medical Secretary when deemed necessary by the Country Director and/or Supervisor for the successful management of Peace Corps operations.  For example, this could be during periods when those individuals are on leave and/or during lapses of staffing or periods of staffing shortages.
• Performs other duties or assignments, when deemed necessary by the Country Director and/or Director of Management and Operations (DMO) for the successful management of Peace Corps operations.

Standard Roles and Responsibilities:

OMH: Occasional Money Handler may be requested to courier cash and /or purchase orders to various vendors who furnish supplies and/or services to PST/IST training site, or other locations as directed by the Contracting Officer. The PSC may also be requested to courier cash to PC trainees or volunteers. The PSC will not be functioning as a procurement or disbursing official but will only be acting as an intermediary between the Contracting or Disbursing Officer and the recipient. In the case of dealing with vendors, the PSC will not exercise any procurement discretion concerning the supplies or services to be purchased or the cost limits of these purchases; these will be determined by the Contracting Officer.

S&S:

• Other Programming Staff

Addresses Volunteer safety and security by adhering to Peace Corps site development policies and procedures. Identifies and immediately communicates Volunteer safety and security concerns and issues to the Safety and Security Manager (SSM) and the Country Director (CD). Assists Program Managers/APCDs to ensure that prospective sites meet established programmatic and safety/security criteria (e.g., safe housing, a clearly defined assignment with an organization that shows real interest in working with a Volunteer, etc.). Reviews and references site history files when evaluating potential sites, and incorporates appropriate safety and security-related information into site history files. Monitors Volunteer compliance with Peace Corps policies, especially related to safety and security. Participates in the design and implementation of the Emergency Action Plan (EAP). Acts as duty officer, as needed. Knowledgeable and supportive of Peace Corps safety and security policies and procedures, including the timely reporting of suspicious incidents, persons or articles.

1. IGF:

• May be designated a principal or alternate cashier after consultation with OCFO/GAP, pending final approval by FSC Charleston or Bangkok. Responsibilities as a cashier include performing limited cash disbursements as directed by the DMO, proper disbursing and collecting of funds, proper accounting for funds advanced, safeguarding funds advanced, and accepting personal responsibility and financial liability for funds after successful completion of the requisite training for performing cashier duties. (See MS 760 and OFMH 13)
• May be designated a sub-cashier after approval by OCFO/GAP. Responsibilities as a sub-cashier include performing limited cash disbursements as directed by the DMO, proper disbursing and collecting of funds, proper accounting for funds advanced, safeguarding funds advanced, and accepting personal responsibility and financial liability for funds after successful completion of the requisite training for performing sub-cashier duties. (See MS 760 and OFMH 13)

• Logistics & Level of Effort & Duty Station

Duty station is the main office. May be required to work in another town during 10 weeks of training in the autumn. May also be required to travel up country.  Performs duties during a 40 hour work week. Events may require occasional work in the evenings and on weekends and holidays. May carry a duty phone.

• Application Requirements

In order to be selected for this position, the applicant must be a Sierra Leone Citizen with residency, and must not have been employed in intelligence-related activities.

All applications must be submitted before the date and time documented below and must include the following supporting documentation:

• Typed letter of interest
• CV that clearly documents how you meet each of the above required qualifications
• At least three traceable professional references and contact information
• Copies of all certificates related to the qualifications needed for this position
• A legalized photocopy of the ID card and proof of legal residence
• The subject line of the typed letter of interest must indicate the PSC Position Title of the job you are applying to be considered for review.

Submit your application by email to: SL-PCJobsPermissions@peacecorps.gov  or by hand to: HR Specialist, Peace Corps/Sierra Leone, 34 Old Railway Line, Signal Hill, Freetown, Sierra Leone on or before 5:00PM October 3rd, 2023.

All experience, skills and qualifications will be verified. Applicants with high potential will be scheduled for an interview at the Peace Corps office in Freetown.  Employment is contingent on a favorable security background and medical check.

Please include “Ref: Programming and Training Administrative Assistant” on the envelope submission and or in the subject line for on-line application

All applicants wishing to apply for any Peace Corps job are required to provide the following information below and submit with your application package.

Name of Applicant: ___________________________________________________________

Position you are applying for: ______________________________________________________

Details                                                                 YES        NO

1. Have you ever served in the Peace Corps as a Trainee or Volunteer (Including Response or Virtual)? ☐           ☐

If so, please specify______________________________________________________

2. Have you ever been employed as a Peace Corps staff member (US Direct Hire (USDH), ☐            ☐

Personal Service Contractor (PSC), Foreign Service National (FSN)?

If so, please specify______________________________________________________

3. If your answer to any of the questions above is yes, please provide the following information below.

• Position location: ________________________________________________________

• Position type: ___________________________________________________________

• Title: __________________________________________________________________

• Start date: ______________________________________________________________

• End date: ______________________________________________________________

___________________________________                                                 __________________

Signature of Applicant                                                                                                      Date