Program Assistant II wanted at Peace Corps Botswana

	PEACE CORPS BOTSWANA
POSITION:	Program Assistant II
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: BWP 187,861 basic salary per year; annual performance-based increases possible. Please note: 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

The Peace Corps Programming Assistant II will work under the Director of Programming and Training to provide administrative support to Programming Staff. Specific duties include: a) Providing administrative and secretarial support, b) Assisting with records management, c) Back up POC for VIDA, d) Back up for processing Volunteer leave and e) Back-up Programming and Training Coordinator as needed.

MAJOR DUTIES AND RESPONSIBILITIES

• Administrative/Secretarial Support: Provides administrative and secretarial support as needed in:

o Sending letters and faxes

o Making follow up phone calls on such things as site visits, housing issues o Filing and maintaining Volunteers and Site Files o Photocopying and printing

o Other general administrative/secretarial support as needed

• Social Media Support: Maintains PC Botswana Facebook page and provides other communications and media support as needed.
• Information Management: Assists with records management and maintenance of the programming, training and related folders on the shared drive as needed
• Back-up Programming and Training Coordinator (PTC) for Life Skills and Civil Society Volunteers: Serves as back-up PTC when needed
• Back up Programming and Training Point of Contact for VIDA: Updates and maintains VIDA in the following areas:

o Will serve as the first line of response if a post staff member needs help navigating the New VIDA or has a business process-related question.

o Will also liaise with HQ as appropriate and escalate any unresolved issues to the HQ help desk for additional support, o Will work with P&T staff to ensure that VIDA is keep up-to-date with the required information

• Back up for Volunteer Leave: Responsible for processing Volunteer leave requests:

o Checks the PC Botswana leave email daily

o Receives forms and enters leave information into VIDA (Electronic HR system) o Routes the forms to the Programming team and CD for approvals o Communicates with the Volunteers to get needed information and to inform them when their leave is approved o Regularly checks that Volunteers have returned to site, enters return in VIDA and files leave form

o Provides Volunteers with leave balances upon request o Regularly checks the intranet for active STN and restrictions for travel o Liaise with other Peace Corps countries for approval of leave by PCVs visiting their country

o Shares transportation policies and guidance from respective PC countries that PCVs wish to visit

Additional duties

• Keeps the Volunteer map updated
• Additional duties as needed or on special projects

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:

EDUCATION: University degree; (master’s degree in Health, Management, Education or another related field preferred).

WORK EXPERIENCE: Minimum three years’ experience in related field or professional experience in adult education or training.

KNOWLEDGE: Knowledge of non-formal training and experience conducting training using these methods; understanding of participatory development advantageous. Knowledge of U. S. Peace Corps desired but not required

LANGUAGE: Good working knowledge and proficiency, written and oral, in English and at least one local language is required.

The candidate must be computer literate, including typing, Outlook, Word, Excel and PowerPoint proficiency. Candidates may be tested for competency in any of the above areas during the selection process.

OTHER: Successful completion of background and security clearance checks required.

Valid Driver’s license and clean driving record preferred but not 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 “Program Assistant II” 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.