Cover Sheet



ATTACHMENT I – STATEMENT OF WORKAdministrative Assistant for Volunteer SupportBasic Function of the Position: Under the direct supervision of the Deputy Director of Management & Operations (Deputy DMO) and coordination of the Director of Management & Operations (DMO), the Administrative Assistant for Volunteer Support provides interactive administrative services for Peace Corps Volunteers in the field. This will specifically entail the keeping of volunteer records, handling all logistical and bureaucratic services, travel services, housing and utilities, volunteer satisfaction surveys, and interaction with Headquarters on volunteer affairs. In addition, the Administrative Assistant for Volunteer Support will be responsible for supporting the Administrative Unit on financial, travel, budgeting, reception and general administration.CORE EXPECTATIONS FOR ALL STAFFRepresent and promote the Peace Corps’ mission and three goals.Create a framework for a safe, meaningful and effective experience for Peace Corps Volunteers/Trainees and staff.Engage with all Peace Corps partners in a spirit of cooperation and learning.Strengthen a culture of performance improvement by collecting, analyzing, and sharing information for effective decision making.Perform with diligence, strive for excellence, and maintain a healthy balance between professional and personal life.Adapt in a timely manner to meet changing needs and conditions.Respect the diversity of beliefs, cultures and lifestyles of the Volunteers/Trainees, staff, counterparts and communities we serve.Collaborate with fellow staff and Volunteers/Trainees to create an atmosphere of inclusion, mutual learning, open communication, accountability and trust.Ensure that Peace Corps’ management of its human, material and financial resources is efficient, cost-effective, and socially and environmentally sustainable.Consistently follow and implement Peace Corps policies in both letter and spirit.Major responsibilities include, but are not limited to, the following:Volunteer Administrative SupportAssures PCV IDs, militia cards, and other accreditation documents are updated and distributed in a timely mannerObtains and renews Kyrgyz and Kazak visas for official Volunteer travelCoordinates with the DMO the completion of paperwork and procedures when trainees/Volunteers are authorized international emergency leave or medevac travelPrepares quarterly Volunteer roster reports for the DMO and Peace Corps WashingtonTracks PCV leave and periodically distribute leave status statements to Volunteers Maintains all Volunteers checklists and updates annually. Maintain Volunteer information in Odyweb. Prepares travel authorizations and logistics for all Volunteer travel.Calculates Volunteer payments for in-country travelForwards mail to PCVs from post office. Responsible for Volunteer birthday cards, maintaining Volunteer mail boxes. Make Bishkek hotel reservations for official volunteer travelVolunteer RecordsMaintains current and complete information about Volunteers for their files. This includes copies of passports, visa photos, and leave recordsEnsures files are in compliance with Peace Corps, Privacy Act, and post proceduresPrepares trainee/PCV cable within 24 hour change in status for the DMO’s review and submittalCoordinates the completion of closeout paperwork and procedures when trainees/Volunteers early terminate their service, medevac travel or COS.Pre-Service TrainingMonitors and communicates to staff PST planning timelines from the OFMHActively participates in PST planning meetings as the administrative unit representativeSupport the PST Assistant with PST events as neededCollects background check supporting documents on PST staff for submission to RSO. Uploads S&S Certificate into OdywebTravelAssures USDH IDs, militia cards, and other accreditation documents are updated and distributed in a timely mannerObtains and renews Kyrgyz and Kazak visas for official USDH travelAssists with the review of hotel bills for Staff in-country travel.Provides logistical support for official visitors to the Kyrgyz Republic including visas, lodging, transportation, and itinerariesAssists staff to obtain visas for international travel if travel agency unable to accomplish taskCollects background check supporting documents on USDH staff for submission to RSO. Uploads S&S Certificate into OdyWeb (updates accordingly). Team with the Administrative/Financial Assistant to complete travel authorizations, create Travel Authorizations for staff and volunteer travel requirements and maintain Travel Authorization log, Work with travel agencies to obtain best value flights per travel requirements Financial Assists in the budgeting process throughout the financial year, providing input, review and collation of intra-agency budget preparation materials for all units. Aids in the process of payments for services, including the processing of payment vouchers, travel vouchers and cash disbursements. Creates bill of Collection for Staff personal callsTimekeeping?Collect and review staff bi-weekly timesheets, gain approvals and maintain timesheet records?Manage staff PC-57 leave records ensuring semi-annual approval by supervisors?Maintain a log of all sick time and alert supervision if issues existGeneral Maintains staff contacts database and lists of staff members (staff list, sign-in sheet, extensions, birthday list, emergency contact cards, etc.)Serves as primary point of contact / receptionist for Peace Corps Office. Answers and forwards calls and general emails to the appropriate unit or Staff, collates and distributes mail, maintains the office fax machine and directs information according to established procedures. Creates and updates Staff album, organization chart and phone tree. Photocopies and binds printed materials. Drafts letters and correspondence related for senior staff as needed. Responsible for sending information to Personal Tracking System to the Country Desk Officer for clearance. Prepares cable and visitors’ packages for visitors. Transmits Country Clearance Electronic Cable. Greets visitors and Volunteers and ensures that visitor policies are observed. Exercises tact and diplomacy in dealing with visitors. Assists with the preparation of correspondence and provides translation assistance to the DMOPrepare staff security checksBack up Administrative/Financial Assistant when s/he is on vacation or as neededSuggests ways to alter business processes to make administrative unit operate more effectivelyThis position is a member of the Finance & Travel Team, requiring a close working relationship with all team members. The position shares information and works closely with team members to ensure all administrative tasks and deadlines are completed in a timely mannerOther duties as assigned.Safety and SecurityImmediately communicates Volunteer safety and security concerns and issues to the Safety and Security Manager (SSM) and CD. Knowledgeable and supportive of Peace Corps safety and security policies and procedures, including the timely reporting of suspicious incidents, persons or articles.Act as Duty Officer according to scheduleOccasional Money HandlerThe PSC may be required to courier cash and/or purchase orders to various vendors who furnish supplies and/or services to PST/1ST training site, or other locations as directed by the Contracting Officer. The PSC may also be required 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.Supervision Received: Exercises responsibility in daily operations within broad guidelines by the Director of Management & Operations and the Deputy Director of Management & Operations. For new, difficult or unusual tasks, supervisor will give specific directions on objectives and procedures. Supervisor will review finished work for accuracy, effectiveness and timeliness.Authority to Make Commitments: Has no budgeting and contracting authority.Logistics and Level of Effort: Perform duties at assigned Post during a 40 hour work week. Schedule may change, based on post requirements and will include evening, holidays and weekends work.Required knowledge and skills: University degree in the fields of tourism / hotel management, international affairs or business administration.Minimum 2 years of relevant work experience particularly in customer service, hospitality, administrative services, diplomatic services, travel arrangements, finance, reporting and budget monitoring, records keeping, including the experience of working with diversified units, local vendors, and government.Fluency in English; and either Russian and /or puter literacy: competence and confidence in Word and Excel, Email/calendar applications, Internet, database work, including data entry, searching and reporting;The Contractor is subject to worldwide availability and may be requested by the Peace Corps to be reassigned or transferred permanently to another Peace Corps Post/Headquarters or perform temporary duties (TDY) as required and to travel to other assignments within Peace Corps’ as assigned. Any such reassignment or transfer shall be subject to agreement of the Contractor. The Statement of Work as defined will remain the same; however the duties may be subject to change as determined by the Contracting Officer. ................
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