Training Administrative Assistant

Position Title: 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 hour is not limited to 8:00 AM – 5:00 PM and no provision for overtime.
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 multi- function 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), Food Security Program Manager (FSPM), 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. All staff, including TAA, are expected to follow local and Peace Corps COVID-19 safety mitigation measures during in-person sessions or events. TAA may need to conduct information sessions using online/virtual formats if Peace Corps decides to go virtual due to rises in COVID cases.

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

REQUIRED QUALIFICATIONS:

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

DESIRED QUALIFICATIONS:

• Experience managing office operations, including coordination with vendors and staff, and by scheduling and assigning administrative projects to expedite work results.
• Experience overseeing supplies inventory process by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies.
• Experience making travel arrangements, including vehicle schedules, hotel accommodations, and restaurant reservations.
• Experience partnering with individuals with marginalized social identities (caste, ethnicity, sex, sexual orientation, gender identity, religion, and so on) in Nepal.
• 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 RESPONSIBILITIES
Preparing for Training and training site management:

• Collaborates with TC or TM in arranging requirements for all training sites, including housing, transportation, training venue needs, supplies, etc.
•  Assists TC, Safety Security Manager (SSM) and PC/N medical staff in identifying and selecting PCT and training staff Host Families.
• Plans with the TC, TM and core staff to determine training-related space requirements-work areas, resource collections, language training rooms and room assignments for PST staff.
• Maintains a record of participants and visitors at PST site.
• Maintains a log for gasoline consumption and checks periodically.
•  Participates in Staff Development Trainings and ensures training staff have a clear understanding of his/her roles and responsibilities and Peace Corps/Nepal financial management policies and procedures.
• Collaborates with the TM, TC and other component coordinators/Trainers to reproduce, collate, distribute and file training schedules, handouts, plans, reports, correspondence, and memos.
• Manages the training site mail distribution procedure in coordination with the PC GAA and PST Drivers.
• Coordinates with General Services Manager (GSM), all appropriate PC Nepal staff Resource PCVs, PCV Leaders and develops the vehicle schedule for PC staff, Resource people to and from Kathmandu to the PST site.
• Maintains food record on hub days during all group sessions at the hub site.

Purchasing, Allocation, Maintenance, and Inventory of Supplies and Equipment:

• Purchases supplies and contracts services as requested by TC and/or TM.
• Confirms that supplies and equipment received from PC/Nepal office are correct as ordered, and arrives in good working condition. Inventories supplies and equipment and conducts bi-weekly inventory check.
• Prepares and submits the supply request/work order to General Services Manager for approval before purchasing goods or services.
• Oversees the packing and transport of extra supplies, equipment, and other non-expendable items back to PC/Nepal at the end of the PST.
• Sets up a control system and storage areas for supplies and equipment. Ensures that all the equipment: Computers, Printers, Photocopy machines, Cameras, Generators, Refrigerator and Micro Oven etc. received from Peace Corps/Nepal are safely handled and maintained in good condition.
• Ensures that Peace Corps vehicles are safely kept and maintained in a good condition.
• Ensures that the General Services Manager (GSM) is notified at least two weeks in advance if any needs for additional vehicles.
• Make sure that fuel invoice is filled and a copy sent to PC GS office.
• Be responsible in maintaining and safe guarding Peace Corps property and reports to GSM in case of anydiscrepancies.
• Coordinates with GAA, GSA and PST Site Secretary for PST inventory.

Budgeting and Financial Management:

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

Implementing other Logistical/Administrative Support:

• Clarifies administrative policies to staff and PCTs via written handouts to accompany oral briefings.
• Conducts and participates in training sessions using a mix of in-person, online, live, and recorded sessions and methods with online platforms that can include Zoom, Skype and LearningSpace. For in-person sessions, takes all COVID-19 mitigation measures prior to any session or interaction, as specified by the agency guideline.
• Collaborates with TC to monitor the safety and security situation in and around PST sites, takes necessary action depending on the situation and reports immediately to TC and Safety Security Manager (SSM).
• Ensures that mail and other written communications to and from PCTs and training staff are sent and received in a timely manner.
• Makes follow up visits to host family and ensures all host families are prepared to receive their PCT four days before the PCTs’ arrival in country.
• Sets up a mechanism to monitor performance and give feedback, including regular meetings with the PST Drivers.
• Demonstrates respect to diversity that PCTs and staff bring by being inclusive and provide required support to all.
• 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

• Is knowledgeable of the Peace Corps Emergency Action Plan (EAP) and in the event of an emergency conducts his/her role in helping to ensure the safety of Peace Corps PCTs and Staff.
• Assists in planning for maintaining safety and security, and maintains vigilance in identifying, reporting, and responding to safety and security incidents to the TC and Peace Corps Safety and Security Manager.
•  Collaborates with Senior LCF, LCFs, TC and TM to periodically evaluate the safety and security situation of the Training Site.
•  Integrates into the community at the Training site, with a focus on developing positive relationships with community members during PST.
• Strictly follows Peace Corps Nepal COVID-19 mitigation protocols and guidance including physical distancing, PPE, usage of mask, accommodation, number of participants present at any event, as specified by the agency guideline.
• Regarding COVID safety, staff monitor their own symptoms, manage risks, and ensure that those around them are also following the correct procedures.
•  The Contractor is required to follow any workplace health and/or safety rules indicated for their position specified in a Peace Corps policy.

OTHERS

• As required and instructed by the Training Coordinator and/or Training Manager.
• Follows Peace Corps Policies and Guidelines for Professional Trainer/staff behavior.

HOW TO APPLY (by July 24, 2023):
Carefully review the full advertisement and Statement of Work for the above listed positions online 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, July 24, 2023.
• 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.

Tagged as: Admin Assistant, NGO INGO, Peace Corps, Training Assistant