Programming and Training Coordinator wanted at Peace Corps Botswana 846 views

	PEACE CORPS BOTSWANA
POSITION:	Programming and Training Coordinator
OPEN TO:	Qualified Botswana Nationals and Permanent Residents
OPENING DATE:	22 October 2018
CLOSING DATE:	12 November 2018
WORK HOURS:	Full-time – 40 hours/week
REMUNERATATION: possible. Please note:	BWP 255,165 basic salary per year; annual performance-based increases Gaborone-based housing and transportation to/from Botswana is not provided.

 

BACKGROUND

Since re-opening in 2002, Peace Corps Botswana has worked to support the Government of Botswana in addressing the nation’s HIV/AIDS epidemic, in cooperation with the Ministries of Local Government, Education, and Health, and the National AIDS Coordinating Agency. To date, the program has worked in District AIDS Coordinators’ Offices; with health clinics, District Health Management Teams, and Social and Community Development Offices; with Non-Governmental and Community-Based Organizations; and in schools to implement a Life Skills curriculum. Over 590 Volunteers are serving or have served since the re-opening of Peace Corps in Botswana.

BASIC FUNCTION OF POSITION

Peace Corps Botswana seeks to hire one highly competent Program and Training Coordinator (PTC) who will provide administrative support to program and training operations as well as help manage and train Volunteers as to ensure Volunteers are fulfilling agreed upon development objectives.

Thanks to the PTC, project objectives will be met and Volunteers will be well-prepared for and satisfied in their service.

MAJOR DUTIES AND RESPONSIBILITIES

Roles and Responsibilities

The Program and Training Coordinator (PTC) is supervised by the relevant assignment area Program Managers (PM) who works under the supervision of the Director of Programming and Training (DPT), and works in collaboration with other Program and Training Team members to provide support for the implementation of Peace Corps Botswana’s HIV/AIDS Project. The PTC does this by: maintaining high levels of communication with all team members and other relevant parties; providing quality administrative support in completing office and training functions; supporting Volunteers by phone, email or during visits to sites, in training and throughout their service; and working with counterpart agencies, host communities, and host families to ensure appropriate and satisfactory work and cross- cultural integration.

The PTC shall perform the following Tasks and Deliverables Administrative and Secretarial Support

• Make logistical arrangements for trainings, such as identifying venues, ordering, preparing and packing all conference materials; inventory resources and coordinate their distribution, finalize participant lists; book rooms for participants, and follow up to be sure that bills are verified and paid.
• Coordinate in-country travel, including lodging reservations and payments for PC Staff.
• Manage requests for resources and provide support for Volunteers on resource management and procurement issues.
• Coordinate and follow up with Peace Corps Washington staff regarding pre-service documentation for Invitees, including resumes, aspiration statements, home stay questionnaires, and ensure their distribution to P&T staff and CD.
• Assist to ensure safety and security policies are followed, including the timely reporting of suspicious incidents, persons or articles. In the event the Emergency Action Plan (EAP) must be implemented the tasks outlined in the EAP for the PTC must be followed.
• Manage Peace Corps Volunteer (PCV) database for out-of-site or leave status, site information, and other program and safety related data.
• Receive messages and calls from Volunteers to report out-of-site status.
• Draft or edit and type P&T correspondence for approvals and signatures.
• Accompany P&T Team Members at their request or attend meetings when necessary and report back to the team in a timely manner.
• Assist to maintain and update calendar of programming and training events.
• Maintain contact database for all programming partners and contacts.
• Prepare invitations and certificates as needed for programming and training events.
• Prioritize tasks and update team on the status of work requests.

Volunteer Support and Safety

• Assist trainees throughout training and Volunteers during service to address regular interpersonal and cross-cultural issues.
• Assist Program Managers in conducting follow up site surveys for new Volunteer postings. This includes liaising with local government officials, other Volunteers and the appropriate authorities at site.
• Conduct periodic site visits once Volunteers are in the field to follow up on housing, settling in and program issues.
• Represent Peace Corps at appropriate regional, District, and circuit meetings as requested by Program Managers.
• Track Quarterly Reports form Volunteers and provide feedback to improve quality of programming and reporting.
• Distribute quarterly report summaries to all Volunteers and counterparts following approval by the Program Managers.
• Create and maintain database of quantitative Volunteer report information for annual Project Status Reports.
• Ensure that site selection assessments are documented and maintained for each site.

Training

• During Pre-Service Training (PST) serves as a Technical Trainer residing at the training site (such as Molepolole, Kanye, Serowe).
• Plans and develops, in collaboration with the Training and Program Managers, a training design which incorporates the Peace Corps philosophy of development.
• Coordinates with the Program Managers and Training Manager and other PST trainers to determine which sessions and activities are relevant and how best to coordinate these sessions.
• Works with the training staff and the Program Managers to plan integration of all sessions. Works closely with the PC/Botswana PM and training staff to refine technical objectives, create session plans and to define evaluation criteria and tools for each component.
• Assists training staff in the planning, implementation, monitoring and evaluation of any logistical, administrative, technical, personal health and safety Pre- Service Training activities as requested by the Training Manager, PM, or as needed by colleagues.
• Facilitates or co- facilitates technical sessions based on project competencies. Links and integrates other training components with technical sessions. Emphasis the cross cultural aspects in training.
• Uses a variety of training methods and materials to ensure that different learning styles are accommodated. Teaches trainees to accord respect for varied and preferred learning styles in their work. Identifies and utilizes trainees’ skills where and when appropriate.
• In conjunction with PMs, identifies and arranges for resource speakers and organizes technical training trips.
• Seeks out country specific training materials and prepares relevant technical training materials including written training designs, session materials, handouts and visual aids where local materials are not available.
• Monitors learning activities as measured against behavioral objectives, competencies and qualification criteria for trainees. Gives and solicits on-going, appropriate feedback with/from trainees and staff. Conducts periodic evaluations of trainees and discusses their successes, areas for improvement, and identifies strategies for improving trainee performance in a timely manner with the trainee, the Training Manager and the PMs. Makes recommendations and provides documentation to support the decision or not recommend a trainee to be sworn-in.
• Conducts regular evaluation of the technical training and redesigns training as necessary to ensure its relevance and provides that information to the Training Manager and the PMs. Reviews trainees’ written reports and recommend revisions, supervises trainee organizations of presentation/animations and fosters trainee independence development. Writes a weekly report based on Trainee evaluations and personal observation and includes recommendations needed for the future improvement of PST.
• Prepares and submits a final PST report following an established format to the Training Manager, PMs and or other post personnel. Includes the objectives for the technical program, training materials and resources used and recommendations for future trainings. Includes assessments of and recommendations of technical assistants/trainer, guest speakers and local contacts assisting with the training with recommendations for future use.

Project Monitoring and Evaluation

• Remain informed about Peace Corps and Botswana development objectives through study and contacts.
• Within the established guidelines makes contact, follows up on project plans, oversee day-to- day operations of activities, liaise with Volunteer supervisors and monitor Peace Corps Volunteers (PCV’s).
• Assist Program Team in the revision of the project or development of new project plan(s).
• Gather and submit information to Program Team regarding development accomplishments, current issues and opportunities for Peace Corps.
• Conduct visits at new Volunteer sites in order to determine site viability according to agreed- upon criteria.
• Assist P&TTeam in drafting documentation for Peace Corps Washington, such as Program and Training Status Reports (PSR and TSR).

Other Duties

• Collaborate closely with the Program and Training Managers to ensure appropriate support is provided to the Volunteers, Volunteer Supervisors and Counterparts.
• Maintain a high-level of communication amongst P&T colleagues in order to ensure the best Volunteer support possible and the best collaboration possible with host officials.
• Perform other duties as assigned by other senior Peace Corps staff, in consultation with DPT.

Logistics

Work will be performed in Gaborone at the Peace Corps office, at least eight weeks or more spent at the Training site 1-2 hours from Gaborone, and six weeks or more of travel in Botswana and possibly internationally. When traveling in Botswana, work is conducted in vehicles, on laptops, and in hotel rooms. The PTA may have to stay in very simple lodges and hotels, and share rooms with colleagues when necessary.

Peace Corps will provide the PTC with use of office tools, including desktop computer, mobile and landline telephone use for official calls, and stationery.

Level of Effort

Regular work hours for Peace Corps Botswana are 0730 – 1700 Monday through Thursday, and 0730 – 1330 Fridays. Staff will be required to work longer hours, weekends, or holidays during Volunteer training periods and during site visit travel throughout Botswana to accomplish the tasks required. Perform other duties as assigned by other senior Peace Corps staff, in consultation with PM and DPT.

Safety and Security Duties

Identifies and immediately communicates Volunteer safety and security concerns and issues to the Safety and Security Manager (SSM) and the Country Director (CD). Liaises PCV safety and security concerns to the SSM and/or CD, as necessary. Monitors Volunteer compliance with Peace Corps policies, especially related to safety and security. Participates in the effective communication and implementation of the Emergency Action Plan (EAP). Acts as duty officer on scheduled basis. Knowledgeable and supportive of Peace Corps safety and security policies and procedures, including the timely reporting of suspicious incidents, persons, or articles.

QUALIFICATIONS:

Qualifications

• University degree (Master’s degree in Health, Management, or Education or similar field preferred)
• Minimum three years’ experience in related field and/or experience in adult education or training. Must have experience working with basic Microsoft Office software.
• Knowledge of HIV/AIDS prevention, non-formal training and experience conducting training using these methods; understanding of participatory development advantageous.
• Good working knowledge and proficiency, written and oral, in English and at least one local language is required.
• Must be computer literate, typing, Outlook, Word, Excel and PowerPoint proficiency. Candidates may be tested for competency in any of the above areas during the selection process.
• Candidates may be tested for competency in any of the above areas during the interviewing process
• Valid Driver’s license and clean driving record preferred but not required.
• Successful completion of background and security clearance checks required.

POSITION ELEMENTS:

Available Guidelines: Guidelines used in completing assignments consist of the Program and Training Guidance, Project Plans, the Integrated Planning and Budget System (IPBS), Focus-In Train- Up sector schematics, Safety and Security policies and procedures and USG/Peace Corps administrative policies and procedures.

Exercise of Judgment: In all the areas related to the Volunteer support initiative (programming, training, safety and security) and constructive and respectful collaboration within the office.

Logistics

Work will be performed in Gaborone at the Peace Corps office, or the training site during PST. Travel will be required for Volunteer trainings, site development or Volunteer support purposes. This position may have to stay in very simple lodges and hotels, and share rooms with colleagues when necessary. Peace Corps will provide this hire with use of office tools, including desktop computer, mobile and landline telephone use for official calls, and stationery.

Level of Effort

Regular work hours for Peace Corps Botswana are 0730 – 1700 Monday through Thursday, and 0730 – 1330 Fridays. This position may be required to work longer hours, weekends, or holidays during emergency responses, Volunteer training periods and during site visit travel throughout Botswana to accomplish the tasks required.

APPLICATION PROCESS

Individuals meeting the minimum qualifications should submit a cover letter highlighting motivation and qualifications for this position and detailed CV to:

U.S. Peace Corps

Attn: Human Resources

Gaborone International Finance Park

Kgale Mews Unit Plot 115, Unit 15

P/Bag 00243, Gaborone

Or via email [email protected] with “Programming and Training Coordinator” in the subject line.

APPLICATION DEADLINE IS 12 NOVEMBER, 2018 AT 12:00 PM. LATE SUBMISSION WILL NOT BE ACCEPTED.

Please note: Submitted Documents cannot be returned.