The Peace Corps is a United States federal agency that promotes international peace, friendship and sustainable development by providing trained men and women to serve in local communities in the areas of health, education and agriculture. The agency in Ghana is seeking to hire the services of a highly motivated business person with experience in operations, budgets, and file management to become the Administrative Assistant - Clerk at our main office in Accra. Candidate must be very organized, have good interpersonal skills, and must be able to work under pressure.

POSITION DESCRIPTION

Introduction

The U.S. Peace Corps is an agency that promotes international peace, friendship and sustainable development by providing trained men and women, Peace Corps Volunteers (PCVs), to serve in countries that have requested assistance. This position is located in the Accra Ghana Peace Corps Office (post) and reports directly to the Peace Corps Director of Management and Operations.

The Administrative Assistant - Clerk position has several functions and is critical to help keep the post operating smoothly. The admin assistant keeps the data and information flowing between Washington headquarters (HQ) and the Ghana post. He/she is the primary contact with HQ operations, and ensures that all payments, paperwork, and obligations are communicated effectively, and paid promptly. In addition the Admin Assistant works with all post staff to make sure their expenses, travel vouchers, and cash advances are accurate and meet the criteria required by HQ. He/she will also be able to create obligations, disbursements, and liquidations using the sophisticated US Government systems. They will also be the back-up for the post cashier when he is on annual leave or traveling. The incumbent will be directly supervised by the Deputy Director of Management & Operations (DDMO) and ultimately report to the Director of Management & Operations (DMO). The specific duties are the following:

Duties and Responsibilities

The Admin Assistant will manage or help with:

1) Financial operations and accounting,
2) Contracts management,
3) Administrative reporting, and
4) Records keeping.

Duties and Responsibilities

•   Verify accuracy of all vendor invoices and vouchers
•   Assist the DDMO with processing reimbursements using Peace Corps Ghana’s financial management software and complete other financial-related tasks
•   Assist Volunteer Support Clerk with maintaining an orderly administrative filing system (and archive and destroy outdated files as necessary)
•   Work with the DDMO to create and maintain an information spreadsheet for contracts, including a payment schedule
•   Assist DMO to maintain updated SOWs Contact vendors for timely submission of invoices Ensure proper and complete documentation of all personnel files Assist DMO with quarterly procurement reporting, and DDMO with quarterly Host Country Contribution and Annual Leave Reporting
•    Prepare and create Bill of Collections for staff, PCVs and vendors, when the need arises Assist DDMO with accurate documentation and filing of all PEPFAR, SPA and Feed the Future related activities
•   Work with DMO to organize and complete the Annual Market Basket Survey
•   Maintain an organized and thorough filing system of all Peace Corps Ghana staff and short-term PSC recruitment
•   Responsible for the processing of all reimbursements for Pre-Service Trainings and monthly PCVL vouchers Copied at: ghanacurrentjobs.com
•   Manage bi-weekly timesheets for all full-time PSC staff
•   Responsible for maintaining an orderly filing system in the admin unit
•   Ensure that supplies of administrative forms are available to staff and volunteers
•   Produce typed letters, memos, correspondence, cables and other materials as appropriate, or requested by the Director of Management & Operations, according to the highest standards of grammar, spelling, confidentiality and other criteria
•   Respond to the walk-in requests of staff and Volunteers, as appropriate. Refer personnel to other staff as necessary; and follow up to ensure that requests are satisfied
•   Maintain a pleasant and professional demeanor with other staff, volunteers and visitors. Refer any problems regarding staff or volunteers to the Director of Management & Operations
•   Submit all reports and information as required/requested by the Director of Management & Operations or Country Director, in satisfaction of PC/G and PC/Washington regulations. Immediately notify DMO or CD if unable to meet deadlines
•   Provide the Admin Section with timely and accurate typewritten reports, as requested by the Director of Management & Operations. Ensure that all requests are met and prioritized within a specified time period
•   Assist DDMO to process reimbursements in ForPost and complete other financial related tasks
•   Assist in creation and preparation of all financial reports for the Country Director, Headquarters and the Administrative Unit
•   Work with vendors to ensure accuracy of submitted invoices and address any general inquiries, and with HQ in the event of delayed vendor payments
•   In collaboration with the DDMO:

1)     Maintain and submit quarterly Annual Leave Balance reports to Headquarters
2)     Record, update, and ensure accuracy of PC-57s for staff
3)     Follow-up with staff to make sure timesheets are submitted in a timely manner

•   In absence of Principal Cashier is the Alternate Cashier and handles all cashiering duties including disbursing funds, receiving money from HQ. Performs quarterly cash counts with the Principal Cashier and AO in order to keep skills up to date. Coverage involves full management of USE $40,000.00 Imprest Fund in compliance with all USG and PC regulations. Copied at: ghanacurrentjobs.com
•   In the absence of the Volunteer Support Assistant, the Administrative Assistant - Clerk, serves as the primary point of contact for making all arrangements for official travel for staff and volunteers: prepare all travel documents including TAs, liaise with the traveler and agent, secure tickets, request travel advances as necessary, do appropriate obligations and liquidations, assist with obtaining visas if necessary.
•   Perform other duties as may be assigned by the Deputy Director of Management & Operations and Director of Management & Operations (DMO) and which do not conflict with primary duties and responsibilities as outlined above.

REQUIRED QUALIFICATIONS

•   Bachelor Degree or higher in community development, Business or related fields
•   Advanced proficiency working with Microsoft Office Suite 2007 and 2010
•   Experience organizing large amounts of paper and data.
•   Good administrative skills
•   Demonstrated leadership ability
•   Experience working in a cross-cultural setting/environment
•   Willingness to work hard, long hours.
•   Experience working in customer service environments
•   Ability to learn complex systems and subjects quickly.
•   Excellent speaking, writing, presentation, and all-round communication skills
•   Must be a very resourceful and creative individual who can design different flexible options to respond to organizational needs in a scenario of scarce resources.
•   Excellent Organizational skills

DESIRED QUALIFICATIONS/ REQUIREMENTS

•   US work experience or overseas travel
•   Proven ability to solve problems without supervision
•   Knowledge and understanding of US values, history, and culture
•   Must have excellent proficiency in oral and written English

Salary: GHC 13,908 to GHC 14,540 PA plus benefits

Location: Accra

How To Apply For The Job

Interested applicants must submit the following or the application will not be considered:

1) A detailed résumé or C.V. that includes:
•  3 Professional references.
2) A cover letter
3) Any other documentation (e.g., certificates, awards, copies of degrees earned) that addresses the qualification requirements of the position as listed above.

Write the job number and position title as email subject and send application packet to:

jobs@gh.peacecorps.gov

Closing Date: 30 October, 2013