The agency is seeking to hire the services of a highly motivated and experienced individual for the Volunteer Support Assistant (VSA) position to be the first-line of administrative support for Peace Corps Volunteers throughout Ghana. The candidate must have exceptional organizational skills, excellent communications skills (verbal, and written), and have demonstrated advanced proficiency using Microsoft Office or other sophisticated accounting software. The VSA will be responsible for ensuring all volunteer payments are executed properly, will manage the on-Post volunteer hostel, answer routine volunteer questions, and assist with various administrative duties.

This is a permanent, full-time position based at our main office in Accra and reports to the Director of Management and Operations (DMO).

Job Number: PC 14006

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 good 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 assistant 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.
•   The VSA will develop relationships with key members of the Ghana Immigration service, and regularly work with them to get initial Resident stickers or update volunteers’ passports as needed.
•   The VSA will work with personnel from Ghana Commercial Bank in order to get volunteer bank accounts opened up, check deposits, and assist volunteers with special bank problems as needed.
•   The VSA serves as the primary point of contact for making all arrangements for official travel for volunteers: he/she will prepare all travel documents including TAs, liaise with the traveler and agent, secure tickets, request travel advances as necessary, do appropriate obligations and liquidations, and assist with obtaining visas if necessary.
•   Assists the voucher examiner – clerk in any daily filing, mailing, or administrative tasks. Will be able to find key payment files when requested, and develop filing procedures in conjunction with Post current file organization.
•   Specific Admin volunteer support duties include the following:
o   Maintain files of pertinent information for all Trainees from time of entry to time of departure.
o   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.
o   Maintain a database of volunteer information including passport and immigration details, homes of record, arrival/departure dates, and basic site information.
o   Work 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 Trainee intakes, and present admin training modules during PST.
•   Assist Program Managers by inputting VRFs into VIDA, and sending emails to PCVs confirming receipt of VRFs.
•   Perform any other duties as assigned by the DMO

Qualification Required & Experience

•   Bachelor Degree in community development, 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 often under deadline pressure.
•   Ability to learn complex systems and subjects quickly.
•   Excellent skills in English 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
•   Experience using sophisticated accounting software programs

Salary: GH¢ 23,000 to GH¢ 33,000 PA plus benefits

Location: Accra

How To Apply For The Job

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

1) A detailed résumé or C.V. stating your experience, skills and qualifications 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 submit the application packet electronically to:-

jobs@gh.peacecorps.gov

Closing Date: 14 October, 2014

All experience, skills and qualifications will be verified. In addition, employment is contingent on a favorable security background check.