Executive Assistant - Peace Corps

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. 

Job Description

Number: PC 22-006

• Position:   Executive Assistant 
• Office: U. S. Peace Corps
• Open to: All Interested Candidates 
• Work hours: 40+ a week 
• Closing Date: July 31, 2022
• Salary: GH¢81,407.00 -126,179.00 PA plus benefits

PERSONAL SERVICES CONTRACTOR (PSC) 

The agency in Ghana is seeking to hire an Executive Assistant to assist with its operations in the Accra office.

Number of Positions: 1 

Supervisor:  County Director 

Duty Station: Accra

STATEMENT OF WORK:

Executive Assistant

The Executive Assistant is responsible for administrative support to the Country Director (CD). The incumbent will also provide administrative support to the Safety and Security Unit, the Programming and Training Unit and the Administrative Unit at the discretion of the Country Director. Support includes, but is not limited to, assistance in the areas of public governmental relations, internal and external communications, adherence to protocol, records management, correspondences, human resources, safety and security and Volunteer support. 

The Executive Assistant handles sensitive documents and communications, which require adherence to the standards of confidentiality and professional conduct.  The Executive Assistant is often expected to work independently and with little supervision.  This position requires significant skills in written and verbal communication, time management, organization, and discretion.

This is a personal services contract position (PSC).

Executive Unit Support   45%      

• Produces and sends official letters, newsletters, e-mails, memos, Delegations of Authority documents, and various reports and other correspondences in draft and final form for the Country Director or other appropriate staff members 
• Communicates with other PC posts, the Country Desk Unit and other PC/Washington offices for information on the behalf of the CD
• Manages and organizes various files (general correspondence, memos, Description of Service statements, newsletters, handbooks) and ensures accessibility. Serves as Post’s Records Liaison
• Receives and directs calls and visitors to appropriate office or staff
• Public Relations: Creates and maintains an official PC/Ghana welcome information packet to distribute to visitors (TDY) providing an overview of PC/Ghana’s work.
• Sorts out incoming mail from the US Embassy (USE) and oversees distribution; Receives general e-mail messages addressed to the agency, forwards as applicable, and responds to routine requests/inquiries; prepares draft responses to incoming letters and emails where appropriate, alerts CD to urgent correspondence
• Supports CD in preparation for Senior Staff Meetings, Mission/Embassy engagements, and conferences
• Performs other duties as assigned, including room reservations for visitors
• Representation/Government Relations: Organizes meetings with high-ranking officials and representatives of counterpart organizations
• Develops and maintains database of contact information for senior officials (government, diplomatic corps, development agencies, religious organizations, and businesses)
• Liaise with USE Protocol Assistant (PA) and COM’s OMS to organize PC events to be hosted by COM/USE; draft briefing materials and guest list for USE/PC events in conjunction with CD; ensure timely distribution and confirmation of invitations; work USE and PC events, when requested, with the PA to receive guests and advise on the final attendance list
• Arranges appointments and travel itineraries for the Country Director and maintains CD and Post calendars

Communications Support             25%

• On behalf of the Country Director, drafts, clears, and shares weekly newsletter to all Peace Corps staff and relevant HQ colleagues
• Acts as primary liaison with US Embassy on protocol and communication matters
• Frequently update PC Ghana webpage, ensuring relevant messages highlighting the work of PC Ghana staff, leadership, and Volunteers attract and inform incoming Volunteers
• Frequently review and update PC Ghana Facebook, Instagram, and YouTube pages
• Maintain WhatsApp communications between staff and Volunteers
• Draft speeches and presentations for Country Director and PC leadership

Peace Corps Volunteer (PCV) Support    20%

• Compiles and issues the monthly Peace Corps Ghana newsletter. Informs all staff of guidelines and deadlines to ensure that all trek schedules and event dates are published at least two months in advance
• Submits regular contribution to the newsletter, Volunteer birthdays, and other information relevant to Volunteers (updated staff lists, phone numbers, packages list, holidays, etc.)
• Assists CD with updating the Volunteer Handbook for publication each fiscal year. Coordinates with all sections to ensure that the handbook contains the most up-to-date and accurate information and policies 
• Assists APCDs and CD with reviewing DOS statements and prepares final copies for CD or ACD signature; scans a copy and forwards to the appropriate office in PC Washington; maintains an original copy in the site history files
• Schedules close of service exit interviews
• Inputs information into VIDA database as needed
• Assists with preparations of PCV site booklets
• Assists PCVs with general inquiries and guidance

Human Resources   5% 

• Responsible for the smooth operation of the Post’s FSN employees time and attendance system, tracks FSN bi-weekly time and attendance records; makes adjustments for approved annual, sick, and official leave; submits required documentation and records to the US Embassy Payroll office, and the DMO via the Voucher Examiner on a quarterly basis for Washington.  Follows up on the FSN timesheets and maintains them as mandated by the records management

Other PC/Ghana Organizational Support   5%

• Assists with orientation and/or training of new hires or colleagues as necessary to enhance cross-training and sense of teamwork
• Maintains a courteous and professional demeanour with Staff, Volunteers, and visitors at all times.  Refers any problems regarding staff or volunteers to the CD or other appropriate Senior Staff
• Assists with preparation for training, conferences, and special events as requested and authorized by the Country Director
• If time permits performs special assignments for staff members
• Attends all staff meetings.  Participates fully, takes minutes and prepares any required information for these meetings in a timely manner, as requested by the CD

This position may act as an Occasional Money Handler, as assigned or be designated at a sub-cashier with appropriate training, to perform work within the scope of duties.  The PSC may be required to courier cash and/or purchase orders to various vendors who furnish supplies and/or services to PST/IST training sites, 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 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; of the Peace Corps Act.

OPR:   SS/OO and Global Operations

Safety and Security Duties for all Peace Corps positions:

• Addresses safety and security proactively by ensuring appropriate assignments for Volunteers and adhering to Peace Corps site development policies and procedures.
• Identifies and immediately communicates Volunteer safety and security concerns or issues to the Safety and Security Manager (SSM) and the CD.
• Ensures prospective sites meet established programmatic and safety/security criteria (e.g., safe housing, a clearly defined assignment with an organization that shows real interest in working with a Volunteer, etc.).
• Reviews and references site history files when evaluating potential sites.  Incorporates appropriate site-specific safety and security-related information into site history files.
• Ensures designated host country counterparts participate in counterpart orientation/training and are prepared to work with and support Volunteers, including their role in Volunteer safety and security.
• Maintains communication with each Volunteer and solicits periodic feedback, including information about Volunteer safety and security.
• Maintains a calendar of Volunteer site visits, and completes appropriate number of site visits to assess Volunteer progress, safety and security, and to provide technical guidance and moral support.
• Monitors Volunteer compliance with Peace Corps policies, especially related to safety and security, and initiates corrective action as necessary.
• Participates in the design and implementation of the Emergency Action Plan (EAP). 
• Acts as duty officer, as needed.
• Knowledgeable and supportive of Peace Corps safety and security policies and procedures, including the timely reporting of suspicious incidents, persons or articles.

Miscellaneous:
To the extent Contractor operates a US government owned, leased, or rented vehicle (GOV) to perform his or her job duties, Contractor must operate that vehicle safely at all times and only operate it for official business purposes as defined in 31 USC 1334 and Peace Corps MS 522.

Contractor must refrain from texting or from engaging in any behavior that distracts attention from driving safely at any time.  Except in an emergency situation, Contractor must not text message (i) when driving a GOV; (ii) when driving a privately-owned vehicle (POV) while on official government business; or (iii) while using electronic equipment supplied by the government while driving any vehicle (even during off-duty hours).  

Authorization must be given by the Country Director for any staff to drive a Peace Corps Vehicle.

PSC is expected to adhere to Peace Corps code of conducts as mentioned in the PSC contract with reference to PC Manual Sections and the Ghana Staff Handbook.

Temporary Duties (TDY):

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.

Required Skills or Experience

• Demonstrated organizational and communication skills;
• Demonstrated English proficiency, both written and oral
• Ability to work with Microsoft Office Suite, and other basic computer   knowledge to include databases;
• Ability to develop and maintain effective  working  relationships  with  other  organizations,  including  U.S. Embassy, NGO/development agencies, and other Peace Corps Posts
• Ability to conduct training and give  presentations, in both English and a local   language;
• Local equivalent to a bachelor’s degree
• Excellent English speaking and writing skills
• Minimum of 3 years prior work experience preferably with an international organization

Desired Qualifications

• Experience working in a cross-cultural setting
• Experience working in a fast paced, demanding environment
• Knowledge and understanding of US values and culture
• Experience working with a team