Job Description

Under the direct supervision of the Training Manger (TM), and in close coordination with General Services Manager (GSM) and the Financial Specialist (FS), the Training Administrative Assistant (TAA) is a member of the core staff responsible for the administration, logistical support, coordination, and financial management of the Pre-service Training (PST) provided to incoming Peace Corps/Nepal (PC/N) PCTs. Responsibilities include: logistics management, budgeting, managing cash flow, negotiating for services, request approval of purchases, inventory, and overseeing cash disbursement for the training program (in conjunction with the Peace Corps Admin Unit). The TAA ensures proper payments, advances, replenishments, and reconciliation of fund amounts that sub-cashier received. The TAA is also responsible for overseeing the work of the hub site cleaner and the PST driver. This is a multi-function position requiring a great degree of energy, flexibility and creativity, and effectiveness in this position is essential to the efficient and effective implementation of the Peace Corps PST for Peace Corps Trainees (PCTs). The TAA coordinates with various PC/N staff but in particular the: TM, Training Coordinator (TC), Technical Trainer (TT), Senior Language and Cultural Facilitators (SLCFs), Food Security Program Manager (FSPM), Program Coordinator, Director of Management and Operations, General Administrative Assistant, Financial Specialist, General Services Manager, Cashier, and Director of Programming and Training. Under normal working conditions, the TAA works at the PST site in a Nepali community during the contract period. TAA delivers and participates in small group information sessions for Peace Corps Trainees (PCTs) and Peace Corps Volunteers (PCVs) in person. All staff, including TAA, are expected to follow local and Peace Corps COVID-19 safety mitigation measures during in-person sessions or events. TAA may need to conduct information sessions using online/virtual formats if Peace Corps decides to go virtual due to rises in COVID cases.

REQUIRED QUALIFICATIONS:

• Bachelor’s Degree in Business Studies or related field.
• Fluent in both written and spoken Nepali and English.
• Minimum of one year of experience in administrative support in any GO, NGO, or INGO.
• Minimum of one year of experience with logistics management and /or event planning in any GO, NGO, or INGO.
• Excellent computer skills, must be proficient in Microsoft Office (Word, Outlook, Excel, Powerpoint).Good communication skills, tact, and diplomacy.
• Ability to perform administrative responsibilities efficiently and in compliance with Peace Corps and other relevant regulations.

DESIRED QUALIFICATIONS:

• Three months experience with basic accounting, budget monitoring, and/or procurement.
• Three months experience with negotiation and/or property management in projects similar to that of Peace Corps Pre-Service Training.

MAJOR DUTIES AND RESPONSIBILITITES
Preparing for Training and training site management:

• Collaborates with Training Coordinator (TC) or TM in arranging requirements for all training sites, including housing, transportation, training venue needs, supplies, etc.
• Assists TM, Safety Security Manager (SSM) and PC/N medical staff in identifying and selecting PCT and training staff Host Families.
• Plans with the TC/TM and core staff to determine training-related space requirements – work areas, resource collections, language training rooms and room assignments for PST staff.
• Maintains a record of participants and visitors at PST site.
• Maintains a log for gasoline consumption and checks periodically.
• Participates in Staff Development Trainings and ensures training staff have a clear understanding of his/her roles and responsibilities and Peace Corps/Nepal financial management policies and procedures.
• Collaborates with the TM, TC and other component coordinators/Trainers to reproduce, collate, distribute and file training schedules, handouts, plans, reports, correspondence, and memos.
• Manages the training site mail distribution procedure in coordination with the PC GAA and PST Drivers.
• Coordinates with General Services Manager (GSM), all appropriate PC Nepal staff Resource PCVs, PCV Leaders and develops the vehicle schedule for PC staff, Resource people to and from KTM to the PST site.
• Maintains food record on hub days during all group sessions at the hub site.