Peace Corps Kyrgyz Republic

304 Chokmorova Street, Bishkek, Kyrgyz Republic 720010 Tel: (996-312) 65-09-89 / Fax: 65-03-62

PEACE CORPS KYRGYZ REPUBLIC ADMINISTRATIVE ASSISTANT Statement of Work

Basic Function of the Position: Under the supervision of the Deputy Director of Management & Operations and the Director of Management & Operations, the Administrative Assistant (AA) provides broad administrative support to the Administrative Unit of Post. The Administrative Assistant provides reception and office management services, staff and volunteer travel management, volunteer administrative and records support, timekeeping and financial transaction assistance, and general administrative support. Major Duties and Responsibilities: Reception and Office Management: Greet and escort visitors that come into the Peace Corps office Provide welcome package for guests Provide telephone coverage for the office phone system and assist with outgoing international calls. Manage fax communications, ensuring maintenance of call/fax log. Distribute staff and volunteer mail, within the office and mailings to volunteer sites Maintain staff contact database and lists of staff members (staff list, sign-in sheet, extensions, birthdays list, emergency contact cards, etc.) Submit staff updates to PC/Washington via PTS process (personnel system) and reviews for accuracy quarterly Stock printers and copiers with paper every day Support administration of organizational communication (newsletter, website, etc.) Travel Management: Team with the Financial/Administrative Assistant to complete travel authorizations Maintain Travel Authorization log. Create Travel Authorizations for staff and volunteer travel requirements. Work with travel agencies to obtain best value flights per travel requirements Make Bishkek hotel reservations for official volunteer travel Manage USDH staff accreditation card and visa documents ensuring uninterrupted validity Process visa requests as needed for official travel Volunteer Administrative Support: Team with Financial/Administrative Assistant to gain and renew accreditation and visa documents for volunteers/trainees ensuring uninterrupted validity Team with Financial/Administrative Assistant to support the check-out process for volunteers at close-of-service, early termination and medical separation. Process Volunteer requests for administrative support such as loan deferment certification, allotment/withdrawal from readjustment allowance, change of home-ofrecord, etc.

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Maintain volunteer administrative files, including copies of no-fee passport, visas and accreditation cards, as well as all administrative forms and documentation. Ensure all volunteer files are maintained in accordance with the Privacy Act. Process volunteer information and status in OdyWeb, the Peace Corps financial and administrative module database.

Timekeeping: Collect and review staff bi-weekly timesheets, gain approvals and maintain timesheet records Manage staff PC-57 leave records ensuring semi-annual approval by supervisors Financial assistance: Review landline and cellphone invoices and prepare bills of collection for staff personal calls on a monthly basis Review hotel and postal bills for accuracy and processing Team with the Financial/Administrative Assistant to process micro-purchase forms, obligations, cash disbursements and bills of collection. Ensure integrity of the process is upheld and proper supporting documentation is always attached to the transaction document. General Administration: Perform the duties of the Medical Supply Inventory Control Clerk responsible for maintaining the medical supply inventory. Perform duties as requested by the Deputy Director of Management & Operations, the Director of Management & Operations and the Country Director. This position is a member of the Finance & Travel Team, requiring a close working relationship with all team members. The position shares information and works closely with team members to ensure all administrative tasks and deadlines are completed in a timely manner. This position works to requirements in the Peace Corps Manual, Overseas Financial Management Handbook, Overseas Contracting Handbook and other directives. The Administrative Assistant learns and continuously refers to all requirements. Safety and Security: Studies and is familiar with Peace Corps Kyrgyz Republic Emergency Action Plan (EAP) Participates in regular tests of the EAP and assists the Country Director and other staff to complete/review tests Follows all procedures to properly report incidents/assaults against PCVs Act as Duty Officer as required Occasional Money Handler 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 site, 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 a 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.

Supervision Received: Exercises responsibility in daily operations within broad guidelines by the Director of Management & Operations and the Deputy Director of
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Management & Operations. For new, difficult or unusual tasks, supervisor will give specific directions on objectives and procedures. Supervisor will review finished work for accuracy, effectiveness and timeliness. Guidelines: Peace Corps Manual, Overseas Financial Management Handbook, Overseas Contracting Handbook, standard forms, guidance from PC/Washington, directives and supervisor instructions Exercise Judgment: The Administrative Assistance generally functions independently for standard work assignments exercising own judgment to accomplish work. Seeks advice from supervisor for non-standard work. Authority to Make Commitments: Has no budgeting and contracting authority.

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