General Service Assistant/Receptionist
The
United States Peace Corps program in Indonesia seeks qualified and
motivated candidates for the following positions in SURABAYA.
Position: General Service Assistant/Receptionist
Division/Department: Management and Operations
Salary: Rp. 56,413,129 Annually
Location: Based in Surabaya, works throughout Indonesia
Reports to: Director of Management and Operations
Closing date: COB May 20, 2014
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 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 might consider your application for other available positions
General Description
Under the supervision of the Administrative Officer and the guidance of the General Services Manager, the General Services Assistant/Receptionist receives
office visitors, ensuring that visitors feel welcome and are
appropriately directed. Answers and transfers phone calls. Acts as
back-up for and assistant to the General Services Manager. Provides
administrative support to all Peace Corps staff and Peace Corps
Volunteers (PCVs). Acts as Time Keeper for Peace Corps Indonesia.
Receptionist Duties
- Warmly and respectfully receives office visitors.
- Controls traffic of visitors to the office, answering routine inquiries and directing to other staff as appropriate.
- Maintains list of expected visitors and log of actual visitors. Informs guards of all expected visits, and responds to guard inquiries regarding unexpected visitors. Works with guards to ensure entrance of all legitimate visitors and denial of access to inappropriate ones.
- Answers the phones in a timely manner, screens, translates, and responds to phone calls.
- Sorts and circulates mail, faxes, and other documents to appropriate staff and PCVs in a timely manner.
General Administrative Support
- Makes flight and hotel reservations for staff on official business and official PCT/PCV international travel and enters into database.
- Maintains a calendar showing plans of all planned staff travel and leave.
- Maintains sign-in and sign-out sheets and coordinates time and attendance review and reporting.
- Monitors all outbound mail, TIKI, FedEx, and other mail and courier deliveries and resolves any issues related to non-delivery and coordinates weekly mailings to PCVs with VSC.
- Maintains numbering system for all Peace Corps Indonesia correspondence that is used by all staff.
- Establishes and maintains an efficient and well-organized filing system for all official correspondence sent by Peace Corps Indonesia.
- Coordinates payment of utility bills for the USDH residences and the office.
- Assist the VSC in the maintenance of the Information Resource Center (IRC), including monitoring sign-out and return of materials, organization of physical IRC.
- Serves as back up receiving officer when the GSM is out of the office.
- Assists General Services Manager with all duties, including document reproduction, organization and ordering of office supplies, research of providers of supplies and services, coordination of driver schedule, and general office upkeep.
- Works with Training Team to find suitable training venues and acts as logistics coordinator with venue management during training events.
- Serves as back up for “out of community” information from PCVs and records it in VIDA.
- Serves as backup for making hotel reservations for PCVs and provides other information regarding services available in Surabaya.
Inherently Government Functions:
1. May be designated a sub-cashier. (Designated by the Chief Financial Officer)
Responsibilities
as a sub-cashier include performing limited cash disbursements as
directed by the DMO, proper disbursing and collecting of funds, proper
accounting for funds advanced, safeguarding funds advanced, and
accepting personal responsibility and financial liability for funds
after successful completion of the requisite training for performing
sub-cashier duties. (See MS 760 and OFMH 13)
2. May be designated as a receiving officer. (Assigned by Country Directors, with the approval of their Regional Directors).
Responsibilities
as a receiving officer include accurate review of goods or services,
their accompanying invoices, and the purchase order/contract to ensure
that the specifications, quality, amounts, price, timeliness, etc. of
the goods are consistent with the terms and conditions of the
contract/purchase order after successful completion of the requisite
training to perform receiving duties. (See MS 511,
the Personal Property Management Handbook and OFMH 19)
Other
- Assist the Finance Unit with scanning of documents, review of documents submitted for payment as needed.
- May be assigned to act as GSM as needed
- Performs other duties as assigned according to Peace Corps Indonesia’s needs.
- TDY Travel: The Contractor is subject to worldwide availability and may be requested by the Peace Corps to be reassigned or transferred permanently to another Peace Corps Post/Headquarters or perform temporary duties (TDY) as required and to travel to other assignments within Peace Corps’ as assigned. Any such reassignment or transfer shall be subject to agreement of the Contractor. The Statement of Work as defined will remain the same; however the duties may be subject to change as determined by the Contracting Officer.
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 or secretarial experience, preferably with an international organization.
Languages: Fluent in Bahasa Indonesian and English.
Knowledge, Skills, and Abilities:
- Ability to interact pleasantly and respectfully with all guests, while upholding safety, security, and visitor policies.
- 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 "GSA/Receptionist” in the subject line of the email not later than May 20, 2014.
