Position: Travel and Administrative Assistant
Reports to: Financial Assistant
Workweek: 40 hour workweek
The Travel and Administrative Assistant (TAA) assists the Financial Assistant (FA) with the coordination and provision of Peace Corps/Thailand’s supplies, property management, travel, and with the management of obligations, liquidations and disbursements and administrative services. The TAA has responsibility for travel, including air travel arrangements; acquisition of hotel accommodations; and conference outreach including the evaluation of facilities and negotiation of rates for those facilities. The TAA is the receiving officer for all material purchased with government funds including, but not limited to, office or medical supplies.
Major Duties and Responsibilities:
Travel, Accommodations and Vehicle Coordination
- Prepares and maintains, on a quarterly basis, Travel Authorizations (TA) for Trainees, Volunteers, and Staff (Post & Regional) on official travel. Researches availability, prices and vendors for air tickets for domestic and international travel for Peace Corps staffs and Volunteers. Responsible for assuring the cost effective purchase of these tickets. Assists in the coordination of visas for staff for official business, including applications, and necessary information.
- Coordinates with other department regarding review of training and conference sites. Search for facilities and coordinate Peace Corps meetings and international conferences, liaising with hotel sales personnel, ensuring logistical details are in place, and arranging for hotel and meeting accommodations within agency competition requirements. Has responsibility for the negotiation of rates, facilities and equipment for Peace Corps meetings and conferences. Provide information to Oversea Contracting Officer (OCO) for a selection memo and contract preparation for both in-country and international conference.
- Ensures compliance with PC regulations (PCMS 522). Assists GSM with scheduling and monitoring the vehicles and drivers for trips. Assists in coordinating rental transportation and other logistic arrangements for official visitors, receptions, seminars, conferences or Peace Corps sponsored projects. Assists with coordination of trainee/volunteer transportation to/from site, Pre-Service Training site or other locations.
- Assists DMO/GSM to facilitate other volunteer matters as needed and coordinates all personnel related functions to expedite these duties. Arranges for and facilitates emergency departure of trainees and volunteers, including emergency leave and medical evacuation, when required. Makes arrangements in assisting emergencies from other Peace Corps countries, particularly medical evacuations, coordinating logistical needs such as airport clearance and transit processing.
- Holding a Travel card for official payment such as Plane ticket, Lodging and other cost related to travel. Prepare report and allocate the statement on monthly basis.
- Monitoring In-Country travel and Conference budget for staff and volunteer.
Finance and Accounting
- Enters obligations, ensuring obligations are in line with Post’s Operating budget and with appropriate supporting documentation; applying appropriate fiscal coding for payments and reviews these for accuracy and compliance with USG and Peace Corps regulations.
De-obligates balances as final payments are made to ensure Post has an accurate picture of funds available.
- Enters liquidations, disbursements and travel vouchers, verifying that all payments are valid, authorized and properly documented and recorded, in compliance with internal control guidelines.
- Maintains complete and orderly files of all obligations, liquidations and vendors, ensuring all changes to obligations are properly documented.
- Assists in Obligation Review and various financial analysis for effective budget management to ensure Post obligations are properly recorded. Proposes process improvement in the Financial and Administrative area.
- Assists in projecting budget needs for Post’s Operating Plan.
- Manage Vendor data and information through Odyweb applications.
- Process VAT exemptions with Thai Ministry Foreign Affair and US Embassy contacts.
- Works with Peace Corps Washington and the US Embassy in the conduct of job duties.
- Serves as “Billing Officer.” Records all payments owed to Peace Corps in financial system.
- Distributes “Bill of Collection” to debtors.
- Maintains log and file copies of all Bill of Collection created and cancelled.
Procurement and Property Management
- Assists the GSM with the procurement, supplies and equipment, for the efficient functioning of Peace Corps/Thailand. Contact vendor for quotation. Canvasses and surveys possible and appropriate supply services in order to obtain requirements in most economical and expeditious manner consistent with regulations. Procures general supplies for Peace Corps offices and Volunteers from local market as needed.
- Canvasses and surveys possible and appropriate supply services in order to obtain requirements in most economical and expeditious manner consistent with regulations.
- Assists with the maintenance of an accurate inventory of Peace Corps property - including property located in residences, at the office and training site, issued to office visitors and all property issued for office purposes.
Safety and Security
Every Peace Corps Thailand staff member has duties and responsibilities directly and/or indirectly associated with Safety and Security. The duties and responsibilities of the Travel and Administrative Assistant, include, but are not limited to, the following:
- Assists the GSM in fulfilling assigned EAP duties and serve as the Alternate to the GSM in the event the GSM is not available at the time of an emergency;
- Assists the GSM and Safety and Security Coordinator (SSC) in the coordination of meeting places for all Volunteers and Trainees during Consolidation and/or Evacuation phases, if necessary;
- Is available for duty on a 24-hour basis, in order to respond to emergencies involving volunteers and staff. Will be expected to work additional hours as needed, including holidays and weekends, to coordinate and assist with management support for the Peace Corps in extraordinary events and official functions.
- Assists the GSM in office security systems operations and ensures smooth security operations.
- Works with drivers to ensure that safety and security standards are met for appropriate Peace Corps vehicle operation and maintenance. Coordinates with Safety and Security Manager (SSM) to ensure that emergency radios or other communication devices are in good working order. Supports the GSM in planning and conducting fire drills and duck and cover drills. Supports completion of necessary safety and security upgrades to office, USDH staff residences, and other Peace Corps facilities, Knowledgeable and supportive of Peace Corps safety and security policies and procedures, including the timely reporting of suspicious incidents, persons or articles.
- Assists GSM in liaising with landlords of leased property and coordinates repair or services necessary to maintain safe and secure office space and housing.
- Assists GSM in ensuring that the Peace Corps office facility presents a professional and functioning atmosphere at all times – making recommendations regarding the purchase of equipment, supplies, work to be performed, etc. to ensure maintenance to the highest standards.
- Performs a variety of related clerical duties: Filing GS-related vouchers and documentation, prepares and maintains accounting data, drafting correspondence, photocopies, mimeographs, collates, files, etc. Other duties as assigned.
- Assign to be an Acceptant point Clerk (APC), medical receiving officer. Record every items from local purchase and international order.
- Provides support to the Director of Management and Operations (DMO) and the Country Director (CD) as requested.
- Other duties as assigned by supervisors.
- Serves as backup to the Administration Assistant (AA) and General Service Assistant (GSA) on an as-needed basis.
Occasional Money Holder
The personal service contractor (PSC) may be requested to courier cash and/or purchase orders to various vendors who furnish supplies and/or services to Pre-Service Training/In-Service Training site, or other locations as directed by the Contracting Officer. The PSC may also be requested to courier cash to Peace Corps 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.
- Education: University/college degree required, preferably in accounting, finance, or administration
- Experience: Two to four years of progressively responsible experience in accounting or finance or administration, preferably including experience with an international organization or a government agency.
- Language: Fluency in written and spoken English and Thai.
- Knowledge, Skills, and Abilities:
- Ability to organize and prioritize task
- Knowledge of basic principles of accounting and financial control
- Organization skills and abilities, including the ability to maintain accurate and clear files and documentation
- Must have a working knowledge of all or most of the basic uses of Microsoft Office including excel spreadsheet, and ability to learn new programs
- Must exhibit good judgment, courtesy, tact and the proper protocol when interacting with Volunteers, staff, vendors, visitors and other members of the public.
Other Information, including Benefits:
- Expected Start Date: After successful background security check
- Duty Station: Bangkok (Dusit District near Krung Thon Bridge)
- Insurance: Group Health, Life Insurance, and Workmen Compensation Plan paid by Peace Corps
- Bonus: Eligible for 13th month prorated bonus
- Holidays: Approximately 20 paid holidays/year (office closures on certain holidays)
- Annual Leave : 11 annual leave (personal vacation) days/year to start
Application Period: May 15 to June 14, 2020.
To apply: Submit a (1) required PC Job Application, (2) required cover letter or email explaining qualifications for the role, expected salary, interest in Peace Cops, and (3) optional resume to: PCThailandJobs@peacecorps.gov
Failure to follow the instructions will invalidate your application.
Required PC Application form and the full Statement of Work are here: https://www.peacecorps.gov/thailand/contracts
Notes: (i) Only Thai nationals only; no visa sponsorships. (ii) Only short listed candidates will be contacted. (iii) Contractors who resigned or voluntarily terminated full-time employment with Peace Corps in the past 12 months are ineligible for consideration. (iv) Current PC Contractors must have been in their current roles for at least 12 months to be eligible for consideration.
Contact : PCThailandJobs@peacecorps.gov
การเงิน / Financierผู้ช่วย / Assistant