Position: Volunteer support Assistant
Reports to: Country director
Workweek: 40 hour workweek
Volunteer Support Assistant Scope of Work
The role of the Volunteer Support Assistant (VSA) is to provide administrative support to the Executive team, particularly the Safety and Security Program, to other members of the Executive team. The primary responsibilities of the VSA are to maintain the Whereabouts reporting system including the Whereabouts reporting phone; help the Safety and Security Manager (SSM) manage housing and site locator documentation; support the SSM in preparing and executing the Emergency Action Plan; managing the administrative filing for the Executive team in coordination with the Safety and Security Manager (SSM) and the Executive and Communications Assistant (ECA), assist with Volunteer housing identification and inspections, periodically serves as the Back-up SSM when the SSM is on leave or otherwise unavailable; and support other units with administrative tasks as required. The VSA reports directly to the Country Director (CD) as the head of the Executive Unit.
Safety & Security
- Inputs Site Contact Forms, including PCV’s contact information, into VIDA. Ensures that any reported changes are accurately reflected so the database is kept up-to-date. Maintains Site Contact Form electronic and physical files,
- Keeps track of whereabouts messages (sms, email, voice), enters them in VIDA on a daily basis and notifies staff of any discrepancies or PCVs not returned to site within two days of expected date,
- Supports the SSM with periodic trainings to Volunteers and staff on PC safety and security topics,
- Provides support to the SSM and post leadership with contact information, record keeping, and coordination related to an emergency or emergency drill,
- Assists the SSM in maintaining post-crime statistics and analyzing trends. Organizes safety and security resources such as manuals, handbooks, leaflets, pamphlets, slides, videos, and memos and makes their contents and Peace Corps policies known to staff and Volunteers,
- Helps maintain legible and orderly system for collecting, compiling, filing and disseminating pertinent safety and security information to be made accessible to appropriate Post staff and Volunteers as required,
- Supports the SSM in organizing and implementing the annual consolidation drill,
- Serves as the Back-up SSM when the SSM is on leave or otherwise unavailable. At these times, the VSA, as Back-up SSM, will provide the following functions:
- Ensures that Volunteer safety and security incidents are reported accurately and responded to appropriately according to Peace Corps systems and procedures. Follows up on Volunteer incidents, including Volunteer support such as police follow-up, preparation of reports, accompanying Volunteers to their sites, etc.;
- completes incident reports in the Consolidated Incident Reporting; and
- Assists CD and senior staff at Post during an emergency situation.
Other executive and administrative support
- Supports the SSM ensuring that all PCV housing meets the minimum standard and all required housing records are maintained. The VSA will at times make site visits to ensure compliance with housing standards and help communicate with landlords, host families, or counterparts related to housing concerns,
- Assists in the maintenance of Volunteer Information Database (VIDA). Assists in training staff in the usage of VIDA and monitors completeness and accuracy of information contained in VIDA,
- Provides backup administrative support where assigned and as necessary,
- Support in development and maintenance of office documentation including but not limited to reports, handbooks, and other materials,
- Handles some Volunteer support tasks such as managing the process of getting Volunteers their TICA ID cards,
- Other responsibilities as assigned by the Country Director
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.
Required Qualifications: The VSA must at a minimum possess the following skills and abilities to effectively carry out the duties of the position:
- Demonstrated organizational skills, ability to multi-task and manage many administrative tasks at once,
- Strong written and oral communication skills,
- Strong inter-personal and teamwork skills,
- Demonstrated proficiency in both English and Thai, both written and oral,
- Ability to work with Microsoft Office Suite, and other basic computer knowledge,
- A high school diploma (or local equivalent).
- Prior experience in, or ability to function in, a multicultural environment,
- Experience with a Volunteer program,
- Possess excellent time management skills, attention to details, and a disciplined approach to prioritizing work,
- Prior organizational safety and security support,
- College degree.
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: February 11 to March 10, 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.
ผู้ประสานงาน / Coordinatorเจ้าหน้าที่ประจำสำนักงาน / Officerผู้ช่วย / Assistantเจ้าหน้าที่ภาคสนาม / Field officer