Position Volunteer and Executive Support Coordinator (VESC)
Position Volunteer and Executive Support Coordinator (VESC)
Salary IDR 91,768,705 annually (Grade 7.1 for one year, then with successful performance increase to full performance level at Grade 8.1).
Location Surabaya – East Java
Reports to Director of Programming and Training
Closing date Friday 25 September, 2015
STATEMENT OF WORK
The incumbent serves as the as the primary contact for all documentation required by the Government of Indonesia for all visas, work permits etc, needed by Peace Corps affiliated foreigners. Incumbent is the first POC to assist Volunteers in a wide range of issues and to disseminate requests to the appropriate person. S/he assists the Country Director and other senior staff as needed by performing a wide range of administrative and executive support related tasks in English and Indonesian. Serves as back up Partner Relations Manager. The Volunteer and Executive Support Coordinator is under the general supervision of the Country Director.
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 Government of Indonesia..
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 the CDO and all concerned are aware of the current visa processing procedure, documents needed are on record and itemized, and submission timelines are followed.
Records PCV leave requests, monitors PCV leave balance, distributes requests for approval as necessary, and informs PCVs of leave request approval. Files leave forms inside Volunteers’ personal files once 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 Country Director and other official visits to volunteer sites
Counsels PCVs on protocol issues using knowledge obtained from Peace Corps Manual Section (PCMS) 200 series and regulations, and in-country policies.
Periodically reviews and updates PCV manuals as new information and guidelines are received from Peace Corps Washington and new policies and procedures are implemented by Post.
Drafts or coordinates responses to Volunteer inquiries in accordance with and regarding PC policies and procedures
Maintains and distributes necessary volunteer and trainee forms and facilitates completion
Coordinates the completion of close out paperwork and procedures related to Early Terminations, Emergency Leave, Medevacs, and COSing Volunteers. Ensures that all procedures are completed prior to the termination/departure of the PCV
Prepares certificates for PCV Loan Deferment and Cancellation requests for student loans. Ensures that these forms are properly signed and have a Peace Corps stamp. Files a copy in the corresponding PCV file, send a copy to the PCV and sends original to the institution
Prepares, reviews and processes the following documents for Volunteers to ensure compliance with Peace Corps and other applicable regulations:
Certification of Status documents
Affidavit of Support letters
Power of Attorney
Authorization to Use Personal material
Certificates for Swearing-In Ceremony
Provides information, forms and assist with the Voting process to staff and PCVs.
VIDA Data Base Management :
Makes the initial entry in VIDA for Peace Corps Trainees for every training cycle. Change of status from Invitees to Trainees, enter service status, swearing-in and projected COS dates.
Verifies Trainees VIDA Home of Record (HOR) addresses, in case of inconsistencies contacts the Office of the Chief Financial Officer/Volunteer and PSC Financial Services (CFO/VPS) at Washington to coordinate HOR address correction.
Verifies that all COS Advancements and Site Changes have been updated by programming staff. Process Close of Service (COS), Early Termination (ET), and Extension thru VIDA system as per Peace Corps regulations.
Update in VIDA Peace Corps Volunteers (PCVs) documents such as passports, MFA ID Cards and PC ID when extended or lost.
Generates reports as necessary.
Reports via e-mail using form PC 440 any changes in Volunteer status such as marital status, termination of appointments, etc. to the corresponding offices in Peace Corps Washington. Incumbent ensures that these changes in service status are updated into VIDA and if not takes appropriate action to request correction via Peace Corps Headquarters corresponding office.
Reconciles PC Indonesia’s VIDA PCV Roster with that of Peace Corps/Washington on a Quarterly basis. Verifies status of service (PCT/PCV), Projected termination dates, and if note of any other early terminations, includes correct dates in appropriate cells
Monitors that all Volunteers’ records are accurately entered in VIDA and coordinates with other units when corrections need to be made.
Incumbent ensures all updates are done in a timely manner as VIDA is used by all PC Indonesia staff that relies on the data’s integrity.
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 will remain the same; however duties may be subject to change as determined by the Contracting officer
SAFETY AND SECURITY SUPPORT
Immediately communicates Volunteer safety and security concerns and issues to the Safety and Security Manager (SSM) and CD. Knowledgeable and supportive of Peace Corps safety and security policies and procedures including the timely reporting of suspicious incidents, persons or articles
OCCASIONAL MONEY HOLDER
The Personal Services Contractor (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 REQUIREMENT AND QUALIFICATIONS
Experience: At least four years of progressively responsible administrative and/or visa processing experience, preferably with an international organization.
Languages: Fluent in written and spoken Bahasa Indonesian and English.
Knowledge, Skills, and Abilities:
+ Attention to detail.
+ Ability to interact professionally and diplomatically with host country partners.
+ Knowledge of Peace Corps’ cooperative development philosophy, goals, and policies.
+ Able to resolve difficult problems in all aspects of Volunteer support activities and must be skilled in analyzing trends and adapting to change
+ Excellent customer service skills
+ Ability to keep confidentiality
+ Strong Computer and Social Media skills and knowledge of Microsoft suite of applications.
+ Ability to multitask while maintaining good organization and attention to detail
Bachelor’s Degree required. This may be substituted by secondary school completion plus a minimum of seven years of work experience directly related to the responsibilities described in this statement.
HOW TO APPLY
Please submit your CV and Application Letter in English to :
email@example.com (in PDF format).
Please indicate “VESC” in the subject line of the email not latter than Friday 25 September 2015.