Volunteer Support Assistant (VSA)
The
United States Peace Corps program in Indonesia seeks qualified and
motivated candidates for the following positions in SURABAYA.
Position : Volunteer Support Assistant (VSA)
Division/Department : Finance
and Administration Unit
Salary : Rp. 91.768.705 Annually
Location : Based in Surabaya, works throughout Indonesia
Reports to : Director Management and Operation
Closing Date : COB March 12, 2014
Peace
Corps Indonesia is a U.S. government agency partnering with the
Government of Indonesia in the areas of technical
cooperation and cultural understanding between the two countries. Peace
Corps brings volunteers from the United States to work at Indonesian
schools to assist in the development of English language instruction.
Peace
Corps office is located in Surabaya and unfortunately Peace Corps
cannot provide any assistance in moving to the area or temporary housing
or with cost for coming to Surabaya for an interview. Due to U.S.
government regulations, the selected candidate will have to have a
security background check before being able to start with Peace Corps.
Peace Corps might consider your application for other available positions.
General Description
The
Volunteer Support Assistant serves as the primary contact for
information, guidance and assistance regarding Volunteer Admin policies
and procedures; maintenance of Volunteer records, reports and
documentation; and the processing and documentation of Volunteer
arrivals and departures. The VSA ensures that all PC forms are
available for PCV use; is responsible for the PCV administrative files;
and provides occasional logistical support services. Other duties may
be assigned as required. The VSA will be under the direct supervision
of the Director of Management and Operations.
Administrative Support
- Coordinates and submits all documentation to ensure that USDHs and TCNs and their dependents are properly documented with the Government of Indonesia. This includes obtaining and renewing visas, residency permits, identification cards and any other documentation required by the GOI.
- Actively participates as an Administration team-member with a focus on excellence in performance and continuous improvement. Contributes to the improvement of PC/Indonesia as an organization.
- Proposes processes and procedures to enhance administrative effectiveness. Develops procedures and routines in a timely manner.
- Contributes as an individual and as an effective team-member promoting a collegial environment.
Volunteer Support
- Coordinates and submits all documentation to ensure that PCVs are properly documented with the Government of Indonesia. This includes obtaining and renewing visas, residency permits, identification cards and any other documentation required by the GOI.
- Coordinates the visa processing of incoming Trainees from the time their documents are received at PC Indonesia up to the time the visas are released to the Indonesia Embassy in Washington, D.C. Makes sure that the CDO and all concerned PC Indonesia staff are aware of the streamlined visa processing procedure, documents needed are on record and itemized, and submission timelines are followed.
- Records PCV leave requests, monitors PCV leave balance and informs PCVs of leave request approval. Makes sure leave forms are placed inside Volunteers’ personal files once they are correctly processed.
- Keeps track of Whereabouts messages (sms, email, voice), enters them in VIDA on a daily basis and notifies Executive Staff of any discrepancies or PCVs not returned to site.
- Coordinates all Country Director and other official visits to volunteers sites.
- Makes lodging arrangements for PCVs staying in Surabaya due to ET, COS, Medical, Programming or other official purposes.
- Serves as Peace Corps’ primary contact for providing information, guidance and assistance to Volunteers regarding all Post Admin policies and procedures and follows up on individual concerns and requests for assistance by Peace Corps Indonesia Volunteers.
- Counsels PCVs on administrative matters and protocol issues using knowledge obtained from Peace Corps Manual Section (PCMS) 200 series and regulations, and in-country administrative policies.
- Maintains and distributes all necessary volunteer and trainee forms including travel reimbursement forms, health insurance applications, income tax forms, and instructions for voter registration forms. Assists PCVs in completing the forms. Ensures that all Volunteer forms are available and are up-to-date. Periodically updates the PCV, COS and ET Handbooks as new information and guidelines are received from Peace Corps Washington and new policies and procedures are implemented by Post. Makes sure that the e-copies of the said handbooks are easily accessible to staff as the need arises.
- Drafts responses to Volunteer inquiries regarding PC Admin policies and procedures.
- Coordinates the completion of close-out paperwork and procedures related to Early Terminations, Emergency Leaves, Medevacs, and COSing Volunteers. Responsible for ensuring that all procedures are completed prior to the termination/departure of the PCV.
- Assists DMO in the development of Administrative briefings for Volunteer events and share in the Admin briefing
- Refers PCVs to the appropriate office if the concern is beyond the scope of the VSA’s role.
- Advises the Administrative Officer and the Country Director on PCV issues, concerns and policies.
Volunteer Related Payments
- Screens PCV reimbursement requests and travel vouchers for accuracy prior to review and approval by appropriate staff. Ensures all signatures and supporting documentation are in place before forwarding to the Financial Assistant.
- With FA, ensures that bicycle and settling allowance of Volunteers are recorded and accounted for in a timely manner.
- Prepares Volunteer travel allowance and per diem in connection with their attendance to VAC and other office events as requested by the DMO.
- Assists DMO with Annual Settling-In, Living Allowance and Market Basket Surveys.
Volunteer Records/Reports
- Maintains PCV administrative files, records, and databases, ensures that VIDA and the Peace Corps Indonesia Outlook contact list are kept up-to-date. Maintains copies of COS, ET, documents and checklists in PCV files.
- Assists in training staff in the usage of VIDA and monitors completeness and accuracy of information contained in VIDA.
- Maintains the confidentiality of files by ensuring that they are under lock and key, allowing access for review in accordance with PC policy.
- Maintain copies of passport face pages, official visas, ID cards, registration records, PCV photos and other required forms and documents of all PCVs in PCV files. Assists in distribution as appropriate.
- Assists PCVs in establishing allotments or requesting withdrawals from their Readjustment Allowance.
- Facilitates PCVs’ request for savings bond purchase, change of HOR, change of marital status.
- Processes student loan certification forms.
- Carries out the disposition of Volunteer records in accordance with agency records disposition schedules.
Other
- Performs other duties as assigned according to Peace Corps Indonesia’s needs.
SAFETY AND SECURITY SUPPORT
- Per MS 270, all members of the Peace Corps staff must be familiar with the Emergency Action Plan and their responsibilities in the event of an emergency. Must be knowledgeable and supportive of Peace Corps safety and security policies and procedures, including the timely reporting of suspicious incidents, persons or articles.
Level and effort
- Performs duties at assigned Post during a 40 hour work week. Will be required to travel on an overnight basis as needed to support PCVs. May be required to work outside of or in addition to normally scheduled hours to support PCVs and fulfill other post requirements. May participate in in-country or out-of-country trainings provided to PC staff.
OCCASIONAL MONEY HOLDER
- 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.
WORK EXPERIENCE REQUIREMENTS AND QUALIFICATIONS
Experience: At least three years of administrative and visa processing experience, preferably with an international organization.
Languages: Fluent in
written and spoken Bahasa Indonesian and English.
Knowledge, Skills, and Abilities:
- Ability to interact professionally and diplomatically with host country partners.
- Knowledge of Peace Corps’ cooperative development philosophy, goals, and policies.
- Ability to use computer and Microsoft suite of applications.
- Ability to multitask while maintaining good organization.
Education Requirements
- Completion of secondary education at minimum. University/college degree strongly preferred.
HOW TO APPLY
Please submit your CV and Application Letter in English to :
id-jobs@id.peacecorps.gov (in PDF format).
id-jobs@id.peacecorps.gov (in PDF format).
Please indicate "VSA” in the subject line of the email not later than March 12, 2014.
