Vacancy Announcement from Peace crops Nepal : Training Administrative Assistant

 

Vacancy Announcement from Peace crops Nepal 

Training Administrative Assistant (TAA)

Location: Outside of Kathmandu
Work Hours: TAA will be required to follow a six-day work week and work during
holidays. Work hours are not limited to 8:00 AM – 5:00 PM.
Reports to: Training Coordinator

Position Summary:

Under the direct supervision of the Training Coordinator (TC) and in close coordination with
General Services Manager (GSM) and the Financial Specialist (FS), the Training Administrative
Assistant (TAA) is a member of the core P S T staff responsible for the administration,
logistical support, coordination, and financial management of the Pre-service Training (PST)
provided to incoming Peace Corps/Nepal (PC/N) PCTs. Responsibilities include: logistics
management, budgeting, managing cash flow, negotiating for services, request approval of
purchases, inventory, and overseeing cash disbursement for the training program (in
conjunction with the Peace Corps Admin Unit). The TAA ensures proper payments, advances,
replenishments, and reconciliation of fund amounts that sub-cashier received. The TAA is also
responsible for overseeing the work of the hub site cleaner and the PST driver. This is a multifunction position requiring a great degree of energy, flexibility and creativity, and effectiveness
in this position is essential to the efficient and effective implementation of the Peace Corps
PST for Peace Corps Trainees (PCTs). The TAA coordinates with various PC/N staff but in
particular the: Training Manager (TM), Training Coordinator (TC), Technical Trainer (TT), Senior
Language and Cultural Facilitators (SLCFs), Agriculture Program Manager (APM), Program
Coordinator, Director of Management and Operations, General Administrative Assistant,
Financial Specialist, General Services Manager, Cashier, and Director of Programming and
Training. Under normal working conditions, the TAA works at the PST site in a Nepali
community during the contract period. The TAA delivers and participates in small group
information sessions for Peace Corps Trainees (PCTs) and Peace Corps Volunteers (PCVs) in
person.

REQUIRED QUALIFICATIONS:

Education: Bachelor’s Degree in Business Studies or related field.
Language Proficiency: Professional oral and written English and Nepali proficiency.

REQUIRED QUALIFICATIONS:

1. Minimum of one year of experience providing administrative support to ensure efficient
operation of an office.
2. Expertise in Microsoft Office Application Usage (especially MS Word, Outlook, and Excel).

DESIRED QUALIFICATIONS

1. Experience managing office operations, including coordination with vendors and staff, and by
scheduling and assigning administrative projects to expedite work results.
2. Experience overseeing supplies inventory process by checking stock to determine inventory
level, anticipating needed supplies, placing and expediting orders for supplies.
3. Experience making travel arrangements, including vehicle schedules, hotel accommodations,
and restaurant reservations.
4. Experience partnering with individuals with marginalized social identities (caste, ethnicity,
sex, sexual orientation, gender identity, religion, and so on) in Nepal.
5. Experience in navigating language and culture in a rural village community setting in Nepal.

Knowledge, Skills, and Attitudes:

• Communication: Strong communication and interpersonal skills, conflict
  management skills, diplomacy and tact with staff, Volunteers, Trainees, community
  members and members of the government. Is cross-culturally sensitive and strives to
  communicate openly.
• Motivation: Ability to work independently and proactively, is self-motivated and
  adaptable to constantly changing situations, and accepts responsibility.
•  Professionalism: Maintains confidentiality regarding Volunteer issues and other
  information, and possesses a strong sense of integrity. Sets a positive example for peers
  and PCVs in performance of professional duties (is punctual, diligent, well-groomed, etc.).
  Acts as a team member in a consensus-building atmosphere, encourages constructive
  feedback and accepts suggestions for improvement, and willingly responds to reasonable
  requests from both colleagues and supervisors in a timely manner.

Candidates will receive credit for all qualifying experiences, including volunteer experience. To
ensure full credit for your experience, please indicate dates of employment by month, day, and
year and the number of hours worked per week in your resume.

MAJOR DUTIES AND RESPONSIBILITITES

Preparing for Training and training site management:

1. 1. Collaborates with TC or TM in arranging requirements for all training sites, including
2. housing, transportation, training venue needs, supplies, etc.
3. 2. Assists TC, Safety Security Manager (SSM) and PC/N medical staff in identifying and
4. selecting PCT and training staff Host Families.
5. 3. Plans with the TC, TM and core staff to determine training-related space requirementswork areas, resource collections, language training rooms and room assignments for PST
6. staff.
7. 4. Maintains a record of participants and visitors at PST site.
8. 5. Maintains a log for gasoline consumption and checks periodically.
9. 6. Participates in Staff Development Trainings and ensures training staff have a clear
10. understanding of his/her roles and responsibilities and Peace Corps/Nepal financial
11. management policies and procedures.
12. 7. Collaborates with the TM, TC and other component coordinators/Trainers to reproduce,
13. collate, distribute and file training schedules, handouts, plans, reports, correspondence, and
14. memos.
15. 8. Manages the training site mail distribution procedure in coordination with the PC GAA and
16. PST Drivers.
17. 9. Coordinates with General Services Manager (GSM), all appropriate PC Nepal staff Resource
18. PCVs, PCV Leaders and develops the vehicle schedule for PC staff, Resource people to and
19. from Kathmandu to the PST site.
20. 10. Maintains food record on hub days during all group sessions at the hub site.
21. Purchasing, Allocation, Maintenance, and Inventory of Supplies and Equipment:
22. 1. Purchases supplies and contracts services as requested by TC and/or TM.
23. 2. Confirms that supplies and equipment received from PC/Nepal office are correct as
24. ordered, and arrives in good working condition. Inventories supplies and equipment and
25. conducts bi- weekly inventory check.
26. 3. Prepares and submits the supply request/work order to General Services Manager for
27. approval before purchasing goods or services.
28. 4. Oversees the packing and transport of extra supplies, equipment, and other nonexpendable items back to PC/Nepal at the end of the PST.
29. 5. Sets up a control system and storage areas for supplies and equipment. Ensures that all the
30. equipment: Computers, Printers, Photocopy machines, Cameras, Generators, Refrigerator
31. and Micro Oven etc. received from Peace Corps/Nepal are safely handled and maintained
32. in good condition.
33. 6. Ensures that Peace Corps vehicles are safely kept and maintained in a good condition.
34. 7. Ensures that the General Services Manager (GSM) is notified at least two weeks in
35. advanceif any needs for additional vehicles.
36. 8. Make sure that fuel invoice is filled and a copy sent to PC GS office.
37. 9. Be responsible in maintaining and safeguarding Peace Corps property and reports to
38. GSM in case of anydiscrepancies.
39. 10. Coordinates with GAA, GSA and PST Site Secretary for PST inventory.

Budgeting and Financial Management:

1. 1. Prepares a budget for PST events and activities based on input from TC, TM and core staff.
2. 2. Sets up a system for disbursement of recording of payments. Disburses funds and,
3. maintains an accurate record of day-to-day expenditures throughout the Training
4. program- including daily balance. Prepares and submits the statement of account of PST
5. on a monthly basis to the PC/N Financial Specialist, or more frequently if needed.
6. 3. Make payments to PCTs’/LCFs’ host families, classrooms and other vendors.
7. 4. Maintains funds at training site adequate for program needs at all times.
8. 5. Prepares and submits to PC/Nepal Financial Specialist, weekly reports of all funds
9. spent,with receipts attached in weekly basis.
10. 6. Prepares and submits requests for payments for honorarium of resource persons.
11. 7. Provides written guidelines on the disbursement of funds to TC, TM and Core Staff.
12. 8. Prepares salary sheet/time sheet for the PST staff and submits to PC Nepal in monthly basis.
13. 9. Assists Sub-cashier to provide interim advances for the purchases of supplies to Peace

Corps staff when authorized by the contracting officer; Director of Management and
Operations and Financial Specialist (DMO or FS). Advances must be cleared within 3
business days. Reports to Peace Corps/Nepal Kathmandu office weekly on the status of
outstanding advances.

1. 1. Clarifies administrative policies to staff and PCTs via written handouts to accompany
2. oralbriefings.
3. 2. Conducts and participates in training sessions using a mix of in-person, online, live, and
4. recorded sessions and methods with online platforms that can include Zoom, Skype and
5. LearningSpace. For in-person sessions, take all health-safety mitigation measures prior to
6. any session or interaction, as specified by the agency guidelines.
7. 3. Collaborates with TC to monitor the safety and security situation in and around PST sites,
8. takes necessary action depending on the situation and reports immediately to TC and
9. Safety Security Manager (SSM).
10. 4. Ensures that mail and other written communications to and from PCTs and training staff
11. are sent and received in a timely manner.
12. 5. Makes follow up visits to host family and ensures all host families are prepared to
13. receivetheir PCT four days before the PCTs’ arrival in country.
14. 6. Sets up a mechanism to monitor performance and give feedback, including regular
15. meetingswith the PST Drivers.
16. 7. Demonstrates respect to diversity that PCTs and staff bring by being inclusive and
17. providerequired support to all.
18. 8. Conducts mid and final PST evaluation with PST Drivers.

OCCASIONAL MONEY HANDLER

The PSC may be required to courier cash and/or purchase orders to various vendors who
furnish supplies and/or services to training sites, or other locations as directed by the
Contracting Officer. The PSC may also be required to courier cash to PCTs 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.

SAFETY AND SECURITY

1. 1. Is knowledgeable of the Peace Corps Emergency Action Plan (EAP) and in the event of an
2. emergency conducts his/her role in helping to ensure the safety of Peace Corps PCTs and
3. Staff.
4. 2. Assists in planning for maintaining safety and security, and maintains vigilance in
5. identifying, reporting, and responding to safety and security incidents to the TC and Peace
6. Corps Safety and Security Manager.
7. 3. Collaborates with Senior LCF, LCFs, TC and TM to periodically evaluate the safety and
8. security situation of the Training Site.
9. 4. Integrates into the community at the Training site, with a focus on developing positive
10. relationships with community members during PST.
11. 5. Strictly follows Peace Corps Nepal infectious disease mitigation protocols and guidance
12. including physical distancing, PPE, usage of mask, accommodation, number of participants
13. present at any event, as specified by the agency guideline.
14. 6. Regarding infectious disease safety, staff monitor their own symptoms, manage risks, and
15. ensure that those around them are also following the correct procedures.
16. 7. The Contractor is required to follow any workplace health and/or safety rules indicated for

OTHERS:

1. 1. As required and instructed by the Training Coordinator and/or Training Manager during
2. training.
3. 2. In addition to the specific tasks outlined in this Statement of Work, the intermittent PSC
4. may support other related duties for Peace Corps/Nepal as assigned. These duties may
5. include but are not limited to supporting Volunteers during in-service training, providing ad
6. hoc site management support, and/or remote Volunteer learning.
7. 3. Follows Peace Corps Policies and Guidelines for Professional Trainer/staff behavior

HOW TO APPLY:

Carefully review the full advertisement and Statement of Work for the above listed positions
onlined at https://np.usembassy.gov/embassy/jobs/.

For your application to be marked as complete and considered for further review:

•  By email: Submit (1) your resume, (2) a brief cover letter in English, and (3) include the
  position to which you are applying for in the subject line to nepaljobs@peacecorps.gov.
• By mail or hand delivery: Provide (1) your resume, (2) a brief cover letter in English, and (3)
  include the position to which you are applying at the top of the cover letter and send to
  U.S. Peace Corps, P.O. Box 15150, Kathmandu, Nepal or hand deliver to our office in
  Maharajgunj. All applications must reach our office by the deadline as listed below:
•  July 3, 2024 for the Training Administrative Assistant, Training Site Secretary,
  and Training Driver
•  July 10, 2024 for all other advertised positions.
• All applicants: If you have ever served as a Peace Corps Trainee/Volunteer or a Peace Corps
  staff member please include the position location, position type, title, and starting and
  ending dates within your application.

Notes: Late applications will not be considered. Due to high volume, telephone inquiries will not
be entertained. Only shortlisted applicants will be notified for interviews.

Peace Corps/Nepal Diversity Statement:

Peace Corps Nepal is committed to embedding equity, diversity and inclusion into our core
business practices. We welcome applications from all sections of society and actively encourage
diversity to drive innovation, creativity, success, and good practice. We positively welcome and
seek to achieve diversity in our workforce; and that all job applicants and employees receive equal
and fair treatment regardless of their background and personal characteristics. These include:
(but are not limited to) socio-economic background, age, race, caste, gender identity and
expression, religion, ethnicity, disabilities, political affiliation, marital, pregnancy, maternity, or
indigenous status.

Peace Corps/Nepal Safeguarding Statement:

We define safeguarding as the preventive action taken by Peace Corps Nepal to protect our
volunteers, staff, partners, and communities we work with from harm. We are committed to
ensuring that all children and adult who come into contact with Peace Corps are treated with
respect and are free from abuse. All successful candidates will be subject to an enhanced
selection process and a rigorous due diligence process.

To Apply for Job