Vacancy Announcement:
Executive Assistant (EA)
BACKGROUND
The Peace Corps is an independent U.S. Government agency that sends American volunteers around the world to aid countries to fulfill their development needs. The three goals of the Peace Corps are:
- To help the people of interested countries in meeting their needs for trained men and women;
- To help promote a better understanding of Americans on the part of peoples served;
- To help promote a better understanding of other people on the part of Americans.
The Peace Corps currently operates in 65 countries, with over 7,000 American volunteers of all ages and backgrounds.
Peace Corps originally opened its program in Rwanda in 1974, working for 20 years before closing its offices in 1994. It reopened its program in 2008 and Peace Corps Volunteers are currently working in two sectors (Education and Health). We are seeking an enthusiastic individual who is a team player and self-starter with moral integrity to fill this vacancy.
BASIC FUNCTION
Under the supervision of the Director of Management and Operations (DMO), the Executive Assistant serves as the primary clerical and administrative support to the Executive and Senior Management Team. This includes the role of timekeeping for Personal Services Contractors (PSCs), the primary Point of Contact for PC Rwanda office events/activities, serving as the Protocol Officer, and being Post’s Records Liaison.
The Executive Assistant is also the Receptionist (receiving and greeting visitors to the office, answering incoming calls, sorting and distributing mail, etc.) and one of the Receiving Clerks. Serves as back-up for Volunteer Liaison, assisting with PCV travel, VISAs and Banking. She is also responsible for entering PCV whereabouts information into VIDA.
DUTIES AND RESPONSIBILITIES
Support to the Senior Management Team
- Draft letters and email correspondence in proper format for the Executive Team & Senior Management Team.
- Control access to Staff as directed, by screening visitors and calls;
- Conference Room Calendars/Scheduling. Meeting Coordination as requested.
- Take minutes of meetings as requested
- Immediately communicates Volunteer safety and security concerns and issues to the Safety and Security Manager (SSM) and CD. Knowledgeable and supportive of Peace Corps safety and security policies and procedures, including the timely reporting of suspicious incidents, persons or articles.
- Perform additional support as requested, if approved by Supervisor/DMO.
- Update Duty Officer Roster and circulate schedule on a weekly basis to PC Rwanda, PC HQ Country Desk Unit, and the US Embassy; Create Annual Duty Officer Schedule, Ensure Duty Bag contains accurate materials and is distributed to the Duty Officer timely.
- Act as PC Rwanda Point of Contact for Monitoring Quarterly Mandatory Training: receives training reports and ensures trainings have been completed by all staff; informs DMO and staff supervisor if items are incomplete
Administrative Duties
- Timekeeping records for PSCs. This requires intermediate skills in Microsoft Excel as well as monitoring and ensuring policy adherence of colleagues.
- Serves as PC/Rwanda’s protocol officer, undertaking such tasks as compiling the swearing in invitation list, coordinating swearing-in events, Peace Corps participation at the 4th of July reception (in collaboration with the embassy), mailings of holiday cards, annual reports, etc.
- Ensure administrative forms are current and saved in the correct location.
- Ensure staff shared calendar reflects all staff A/L and major events.
- Track various staff acknowledgement items such as: staff handbook acknowledgement, annual IT/HR/Admin non-confidential acknowledgements, tracking sheets for Government Funded Equipment (GFE)/Phone or Data Plans, etc.
- Track Office Supplies Inventory and disperse to staff upon request
- Ensure staff whereabouts are known and maintained on a shared calendar (absences from the office longer than 2 days)
- Coordinate International Travel for all non-USDH staff
Event Coordination
- Office Event Culture Champion. This duty includes creating 6 staff events per year that build camaraderie and culture. The role is to gather feedback from staff to determine the events that will build positive office teamwork and excitement, plan the event, secure a team to assist if needed, and execute the event.
- Maintain a visible Events Calendar in the office
- Staff Administrative Events: Coordinate needed group activities such as Covid Testing, carpools to the Embassy for events, etc. Coordinate events such as the Staff Retreat and Swearing In by performing the following duties
- Enlisting a committee for each event
- Creating a project plan to include budget, tasks, contracts required, etc. using an approved template
- Preparing and submitting requests for payments
- Coordination travel plan for vehicle trips with the Motorpool Supervisor
- Tracking contracts and expenses to ensure adherence and communicating non-compliance to a Contracting Officer
- Purchasing supplies and creating detailed requirements for any contract needed
- Communicating event status to all stakeholders
Reception, Communications
- Update and maintain staff contact lists and organizational charts
- Coordinate visitors with security guards: verify visitor business interests, log in visitors, check visitor badges, and ensure non-Mission personnel are escorted while in the compound;
- Receive and refer visitors and telephone callers to respective staff members within the PC Rwanda office;
- Contribute to organizational efficiency by assisting visitors/callers with needed information
- Record and letter correspondence, invoices, and packages as appropriate on a daily basis;
- Maintain the bulletin board in the reception area and copy room;
Records Management
- Act as PC Rwanda Point of Contact for Records Management.
- Advises office on records management questions and issues.
- Ensure paper and electronic filing is accurate and current for all departments
- Attend all HQ Records Management meetings, summarize meeting information, communicates information to the office and assigns actions to staff
- Completes all required training
- Coordinates distribution, completion, and return of annual File Plan to the Records Management Office (RMO).
- Transfers paper records to off-site storage.
- Arranges with the RMO to accession permanent records to the National Archives.
- Coordinates records management discussions with the RMO to resolve office records management issues.
Billing and Receiving
- Verify calls and courier services against vendor invoices monthly, and submit personal calls made or courier services used to FA to prepare Bills of Collection;
- Perform duties as the a Receiving Clerk for stationery supplies, and GSM supplies, including unpacking, identifying, verifying, and acknowledge receipt of items against ordering documents;
- Receive and log all incoming bills and distribute to appropriate staff for payment;
- Locate and assemble administrative information needed for Bills of Collection;
REQUIRED QUALIFICATIONS
Knowledge: Knowledge of office management procedures, supporting a senior management team, and coordinating events. Excellent knowledge of computers, with use in Microsoft Word, Excel, PowerPoint, Outlook, and the Internet. Must be able to multi task and work independently, taking responsibility of front office.
Education: Four-year diploma or University degree in Business Administration or related field.
Prior Work Experience: Five years’ experience in administration/ and/or customer service.
Language Proficiency: Fluent English (written and spoken); Fluent Kinyarwanda (written and spoken).
Abilities and Skills: Excellent interpersonal skills/relationships with colleagues and volunteers. Confidence in both collaborating with colleagues and in holding colleagues accountable to processes and deadlines. Ability to prioritize, multi task, remain calm under pressure and be a focused and dedicated team player. Ability to communicate effectively and professionally, including maintaining confidentiality. Agility and flexibility with changing priorities and new situations.
How to Apply
Interested candidates must submit via email ONLY CV/resume and a cover letter to the “Apply” button below not later than by October 13, 2022.
The title of the position should be clearly marked in the subject line of the email message. Only short-listed candidates will be contacted.
The Peace Corps is an equal opportunity agency.
