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 Ghana, these trained men and women (Peace Corps Volunteers) work in the areas of health, education, and agriculture. The agency in Ghana is seeking to hire one individual to assist with its operations in the Accra Office.

POSITION DESCRIPTION

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.

The Volunteer Support Assistant (VSA) will be the “first face” to the volunteers from the Ghana staff. The VSA will be responsible for VICA entries, and will be the person who coordinates the Admin role for the volunteers’ financial paperwork. They will also learn Peace Corps Financial computer systems and the other admin systems so they can act as a backup when other Admin staff are out of the office, or on leave. They will have a key role during the first few days of new trainee intake and work with other Admin staff and the DMO to introduce trainees to Ghana. They will sit in the current reception area but the will NOT be a receptionist. They will manage the 12 bed volunteer “hostel”. They will record all mail packages for volunteers, and also tell the volunteers if they have mail. They will know the schedule for all the staff, and be able to direct volunteers and guests to other Peace Corps staff. Although this is an entry level position, it is also a platform to learn many other Peace Corps staff functions.

Some of the specific responsibilities the Volunteer Support Assistant include the following.

•   Managing Admin system processes impacting volunteers. This primarily includes VICA, but when appropriate may include VIDA. The Assistant will be responsible for making sure each volunteer’s allowances are accurate, and also will be responsible for making sure all Close of Service data is accurate and up to date. They will get banking information from other Admin staff, and put it into
VICA.
•   The Assistant will also process all funds and 1165 paperwork for volunteers including checking to ensure paperwork is accurate. They will also act as the first line for PCV funding questions. The Assistant will work with other Admin staff to process bank accounts, and help PCVs with bank questions.
•   The Assistant will act as an Admin backup if needed when other staff is out of the office, or on AL. The Assistant will be required to have a moderate understanding of forpost, and be able to correctly code obligations, and liquidations.
•   Managing all aspects of the Volunteer hostel (Accra Rest). This includes making sure it is maintained, cleaned, and in acceptable working order. They will register PCVs when they arrive, and maintain a reservation system. They will also maintain a list of optional places to stay with phone numbers, and prices to assist volunteers when there is no room at Accra rest. They will also set rules (with staff approval) and enforce them (with staff support) when needed. They will check with guards on a daily basis to be sure everyone knows who is going to be in Accra rest, and send out a list of PCVs staying at post to senior staff every day. Senior staff will then check to be sure volunteers are approved to be out of site. This role will require the Assistant to visit and talk with volunteers staying at Accra rest every morning, and every evening before leaving post.
•   The Assistant will also act as the volunteer mail room clerk. This will require them to sort mail and sort packages. They will NOT be required to collect mail from the post office. They will be required to develop a tracking system for mail delivery and communication to volunteers in order to ensure all PCVs get mail as often (and quickly) as possible. They will also coordinate with the sub office
PCVLs, and the drivers to get mail to PCVs twice per month at a minimum. The Assistant will also be responsible to securing the annual “exemption from paying tax” status for the office and volunteers from the customs office.
•   Specific Admin volunteer support duties include the following:
1)  Maintain files of pertinent information for all trainees from time of entry to time of departure.
2)  Complete and transmit all necessary forms and cables for PCVs, including arrival, COS, extension, ET, and Med Sep cables to VFO, within 24 hours of action to ensure that PCVs receive their readjustment allowance other support in a timely manner.
3)  Maintains a database of volunteer information including passport and immigration details, homes of record, arrival/departure dates, and basic site information.
4)  Works with other Admin staff to prepare all correspondence needed for volunteers, including but not limited to immigration forms and letters; residency and work permits, student loan letters, and visas for volunteers.
•   Manage PCVs personal files
•   Assist DMO and other admin staff during new PST intakes
•   Assist APCDs by inputting VRFs into VIDA, and sending emails to PCVs confirming receipt of
VRFs.
•   Perform any other duties as assigned by the DMO

Level of Effort:

Performs duties during a 40 hour work week. Regular work hours for Peace Corps Ghana are 0730 – 1700 Monday
through Thursday, and 0730 – 1230 Fridays. Staff may be required to work longer hours, weekends, or holidays
according to the needs of the program. Work is normally performed in an office setting. Occasional travel outside
of the office may be required.

Qualification Required & Experience

REQUIRED QUALIFICATIONS

•   Bachelor Degree in community development, IT, Business or related fields
•   Excellent IT skills using: MS Word, Outlook, Excel, Power Point
•   Experience organizing large amounts of paper and data.
•   Good administrative skills
•   Experience working in a cross-cultural setting/environment
•   Knowledge and understanding of US values, history, and culture
•   Willingness to work hard, long hours.
•   Ability to learn complex systems and subjects quickly.
•   Excellent speaking, writing, presentation, and all-round communication skills

DESIRED QUALIFICATIONS

•   US work experience or overseas travel
•   Experience working with the U.S. Peace Corps
•   Budgeting experience
•   Proven ability to solve problems without supervision

Salary:  GHC 13,908 – GHC 14,540 p.a

Location: Accra

How To Apply For The Job

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

1) A detailed résumé or C.V. that includes:

Professional positions held, identifying duties, responsibilities, dates of employment and reason for leaving Education and training, schools attended, dates of attendance, qualifications obtained. An accounting for periods of unemployment longer than three months
3 Professional references.
2) A cover letter
3) Any other documentation (e.g., essays, certificates, awards, copies of degrees earned) that addresses the qualification requirements of the position as listed above:

Write the job number on the back of the envelope and deliver to either of the addresses:

Post Delivery:

The Director of Operations
and Management
US Peace Corps
P.O. Box 5796,
Accra –North

Hand Delivery:

The Director of Management
and Operations
Peace Corps Ghana Office
14 Dade Link (next to UNHCR)
Labone, Accra

Email: jobs@gh.peacecorps.gov

Closing Date: 15 August, 2013